Commission Minutes

OFFICIAL MINUTES
AUGUST 1, 2011, 9th DAY OF
THE JULY ADJOURNED TERM

The County Commission met in the Commissioner’s Hearing Room at 8:36 am with Ron
Houseman, Danny Strahan and Jim Strafuss present. The following proceedings were had and
made a matter of record:

PRELIMINARY STUDY MEETING (COMMISSIONER’S HEARING ROOM)

The County Commission met to review previous meeting minutes and accounts payable.

AGENDA REQUEST REVIEW

The Commission reviewed the agenda requests with Jillian Rulon.

CALL TO ORDER

Presiding Commissioner Houseman called the August 1, 2011 meeting to order at 9:00 am with
all members present.

PRAYER

Sherry Veltkamp led the prayer.

PLEDGE OF ALLEGIANCE

Commissioner Strahan led the Pledge of Allegiance.

SUMMER BOE SESSION

Commissioner Houseman thanked Jeff Jackson and Nathan Easley for their work as new board
members; he thanked the County Clerk’s staff, the Assessor’s staff, the Assessor, and the other
board members; as they enabled the Board to have a good Summer Board of Equalization
Session.

ACCOUNTS PAYABLE/JOURNAL ENTRIES/TRANSFERS

Commissioner Strafuss moved to approve accounts payable as follows:

ACCOUNTS PAYABLE
 DATE 8/1/2011

CHECKS WARRANTS

325362 to 325435 5455

Commissioner Strahan seconded the motion. The motion passed by vote: Houseman (aye),
Strahan (aye) and Strafuss (aye). There were no journal entries or transfers.

APPROVAL OF PAYROLL

Commissioner Strafuss moved to postpone the approval of payroll to a definite time of 11:00 am.
Commissioner Strahan seconded the motion. The motion passed by vote: Houseman (aye),
Strahan (aye) and Strafuss (aye).

BID OPENING – INDEPENDENT AUDITING SERVICE

Purchasing Agent Ron Erickson and Auditor Rick Findley went before the Commission to open
the following sealed bids for the independent auditing service
• The first was from Hurlbert CPA, LLC in Kansas City.
• The second was from Davis, Lynn & Moots, in Springfield.

Commissioner Houseman asked Rick Findley to review the bids and return later in the day with a
breakdown of proposals for the Commission.

BID OPENING – TIPPING SERVICES

Three sealed bids for Tipping Services were opened by Purchasing Agent Ron Erickson.
• The first was from Waste Corporation of Missouri for $18.50 per ton.
• The second was from the City of Springfield for $27.93 per ton.
• The third was from Allied Waste Services for $31.95 per ton.

Commissioner Houseman asked Mr. Erickson and Kathy Roberts of Road and Bridge to review
the bids, and bring back a breakdown and recommendation when completed.

Commissioner Strahan requested that Kathy note the cost per mile for each bid. Commissioner
Strafuss moved to postpone to a definite time of 4:00 pm the Tipping Services Bid Award.
Commissioner Strahan seconded the motion. The motion passed by vote: Houseman (aye),
Strahan (aye) and Strafuss (aye).

F HIGHWAY & 160 PROPERTY

Darryl Coontz, Executive Director of the Taney County Ambulance District, addressed the
Commission regarding a proposed ambulance station at the F Highway and State Highway 160
property. The Commission had requested information on the amount of land needed for a
station. Mr. Koontz discussed reasons detracting from the use of the property previously
discussed, and the property near the building. He expressed that the Ambulance District needed
to store assets, and that he had given his best effort to use that property.

The Commission designated Commissioner Strafuss as a liaison to work with the Ambulance
District to get the situation resolved.

EXECUTIVE SESSION – REVIEW AUDIT DRAFT REPORT
PER SECTION 610.021 (17)

Commissioner Strafuss moved to go into Executive Session pursuant to RSMo 610.021 (17).
Commissioner Strahan seconded the motion. The motion passed by roll call vote: Houseman
(aye), Strafuss (aye) and Strahan (aye).

EXECUTIVE SESSION
9:33 AM

See Executive Session minutes for actions if any.

OUT OF EXECUTIVE
10:26 AM

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

COUNTY POSITIONS

The Commission was asked for a timetable on positions that were available. They agreed that
Human Resource interviews would start the following week. Commissioner Strafuss had asked
each Commissioner to select four possible candidates from the provided resumes for discussion.
Commissioner Houseman noted they could go into Executive Session and determine who the
four would be, to ensure a decision would be made the following week.

The Commission agreed to share choices next Monday afternoon.

Donna Neeley addressed the Commission regarding a Human Resources person hiring
employees for elected officials. Commissioner Houseman stated it was not the responsibility of
the Human Resource person to hire and fire. The Human Resource personnel will help Taney
County comply with federal and state laws and mandates, offer a number of services, bring
consistency between offices of responsibilities performed, and follow a plan that would be to the
best interest of the County.
Two other positions discussed were a Grants Administrator within the Department of Economic
Development, and a paralegal position within the Department of Human Resource/Legal. The
Commission agreed that these positions would also be discussed on Monday, August 8th.

The Commission agreed to discuss the Economic Development Director position on Monday,
August 29th. Commissioner Houseman requested that two or three people from the community
to serve on a committee for discussion on the position.

RECESS
10:58 AM

RECONVENED
11:09 AM

STAFF DEPARTMENTAL UPDATE – ROAD & BRIDGE

Road and Bridge staff Randy Haes, Harlan Collins, and David Stottle met with the Commission.
Randy Haes gave the Commission an update on the chip seal program: there had been 40 miles
slated to be completed this year, and at that time they had completed 23 miles and had 16.5 miles
yet to finish; the two line items used on expenses were at $534,000; and with the miles left, it
would take an estimated cost of $250,000 to complete.

Commissioner Houseman hoped to have the County Auditor consolidate the two Road and
Bridge funds for next year.

Mr. Haes stated that before the end of the year, he would like to have a potential chip seal list for
2012.

Commissioner Strafuss asked about a specific road widening. Randy said it would be done in
two to three weeks, with one of the last areas being the Protem area, and that there was 7.5 miles
of resurfacing still to be done, not including patches.

Randy gave an update on the hot tank at the Oster facility. Burners were checked and the tank
needed to be tested by putting in oil and testing it for an extended time.

Randy gave the Commission a list of roads that were maintained by the County on Corp
property. Any roads in question were omitted. Discussion ensued.

Protem/Cedar Creek Bridge repair was discussed.

A fall and winter work schedule was needed. Randy wanted to know about schedule changes
when the Road & Bridge Administrator position was filled.

A land owner had asked about a prior issue. The Commission directed Randy to meet with John
Soutee and fix the problem at the expense of the Sewer District.
An area of Bee Creek, off of Deer Creek, had a traffic problem caused by excessive speed.
Randy said the speed monitoring units we have are continually needing charged. The
Commission requested that Randy get a price on a new unit and set an existing unit near the Deer
Creek location.

The road petition process was discussed. It was agreed that road petitions would be reviewed in
November.

RECESS
12:39 AM

EXECUTIVE SESSION – LITIGATION, REAL ESTATE, PERSONNEL AND
CONTRACTS PER SECTION 610.021 (1) (2) (3) (12)

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

OUT OF EXECUTIVE
4:16 PM

APPROVAL OF PAYROLL

Commissioner Strafuss moved to approve payroll as follows:

PAYROLL DATE: August 5, 2011

GCR: 112239 - 112252

RB: 112218 - 112233

AF: 112234 - 112236

TS: 112237 - 112238

911: None
Manual Warrants: 5456 - 5459

Accounts Payable: 325436 - 325454

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

BID OPENING – INDEPENDENT AUDITING SERVICE

Auditor Rick Findley addressed the Commission. He had reviewed both bids and arrived at the
following numbers:
• Davis, Lynn & Moots bid at $22,500
• Hurlbert CPA, LLC bid at $21,000, broke down at $19,000 plus $2,000 for an additional
audit

Commissioner Strafuss asked if there were any discrepancies in bids or if there was anything else
to question in the bid process. Rick stated they could have a peer review or check references.

Commissioner Strafuss requested Rick order a peer review as soon as possible.

Purchasing Agent Ron Erickson agreed to hold the paperwork for the bids, pending the peer
review.

BID OPENING – TIPPING SERVICES

Purchasing Agent Ron Erickson addressed the Commission. Per the Commission’s request he
had met with Kathy and other members of Road and Bridge, and the vendors that submitted
tipping services bids. He recommended the County award the bid to Allied Waste as primary
provider due to mileage expenses that would be additional on the other bids. The Allied Waste
estimated cost was $47.24 per ton. The City of Springfield cost was estimated to be $49.75 per
ton, and would be the secondary provider. Both would include a mileage calculation.

Commissioner Strafuss moved to award the Tipping Services Bid to Allied Waste, with the City
of Springfield as secondary, for a 12 month period. Commissioner Strahan seconded the motion.
The motion passed by vote: Houseman (aye), Strahan (aye) and Strafuss (aye).

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

ADJOURNED
4:34 PM

Minutes were taken and typed by Lyn Wieneke, Deputy Clerk.