Commission Minutes

OFFICIAL MINUTES
SEPTEMBER 06, 2011, 17th DAY OF
THE JULY ADJOURNED TERM

The County Commission met in the Commissioner’s Hearing Room at 8:31 am with Ron
Houseman, Danny Strahan and Jim Strafuss present. The following proceedings were had and
made a matter of record:

PRELIMINARY STUDY MEETING

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

PUBLIC COMMENT

Bob Schanz addressed the Commission regarding the Senior Citizen Board budget. He also
informed the public regarding a phone scam from Omar Banks soliciting funds from people in
the County.

CALL TO ORDER

Presiding Commissioner Houseman called the September 6, 2011 meeting to order at 9:00 am
with all members present.

PRAYER
Treasurer Helen Soutee led the prayer.

PLEDGE OF ALLEGIANCE

Commissioner Strahan led the Pledge of Allegiance.

PREVIOUS MEETING MINUTES 8/29 & 8/30

Commissioner Strahan moved to approve the minutes of 8/29 and 8/30/2011 with changes and
corrections as noted. Commissioner Strafuss seconded the motion. The motion passed by vote:
Houseman (aye), Strahan (aye) and Strafuss (aye).

ACCOUNTS PAYABLE/JOURNAL ENTRIES/TRANSFERS

Commissioner Strafuss moved to approve accounts payable as follows:

ACCOUNTS PAYABLE
DATE 9/6/2011

CHECKS
WARRANTS
325793 to 325859 5475
325860 to 325867 5476
to 5477

TRANSFERS
1. none

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

BID OPENING & AWARD – PLAT CABINET

Purchasing Agent Ron Erickson and Nikki Lawrence went before the Commission to open four
bids for a Plat Cabinet. The first submission was from Spectra Associates for a bid of $6,154.00,
with freight and inside delivery of $435.00; for a total of $6,589.00. The second submission was
from P. F. Pettibone for a bid of $5,920.10, with freight and inside delivery of $350.00; for a
total of $6,270.10. The third submission was from Henry M. Adkins Co. for a bid of $6,710.00,
with freight and inside delivery of $320.00; for a total cost of $7,030.00. The fourth submission
was from Elkins-Swyers for a bid of $7,238.00, with freight and inside delivery of $355.00; for a
total of $7,593.00.

Commissioner Strafuss moved to postpone the bid award to a definite time of 9:55 a.m.
Commissioner Strahan seconded the motion. The motion passed by vote: Houseman (aye),
Strahan (aye) and Strafuss (aye).

CODE OF ETHICS ORDINANCE

County Clerk Donna Neeley addressed the Commission regarding the renewal of the Code of
Ethics Ordinance. The County was required to vote on the Ordinance and present it within ten
days after the vote, which would be by September 15. Counsel had reviewed and redrafted the
document. Donna Neeley asked the Commission to clarify who they would consider as Chief
Administrative Officer. Discussion ensued. The Commission requested Donna Neeley check
with the Missouri Ethics Committee to ensure the Ordinance was being handled correctly. They
requested the topic be re-posted on Thursday.

AMENDMENT TO AGREEMENT FOR ENGINEER SERVICES

Travis Heier with HDR Archer addressed the Commission regarding the proposed amendment.
Commissioner Strafuss moved to approve the Amendment to the Agreement for Engineering
Services for the Boys Camp Road Project. Commissioner Strahan seconded the motion. The
motion passed by vote: Houseman (aye), Strahan (aye) and Strafuss (aye).

BID REVIEW & AWARD – COMPUTERIZED TEMPERATURE CONTROL

Purchasing Agent Ron Erickson and Mr. Malcoat with Malcoat-Winslow Engineers addressed
the Commission. After bid review, Mr. Malcoat discussed the bid qualifications. He would not
recommend accepting the maintenance portion of the bid. He prepared a sample contract for the
Commission’s review. Discussion ensued.

RECESS
9:41

RECONVENED
9:58 AM

BID OPENING & AWARD – PLAT CABINET

Purchasing Agent Ron Erickson after he conferred with Recorder Mr. Dixon recommended
awarding the Plat Cabinet bid to P. F. Pettibone, for $6,270.10. Commissioner Strahan moved to
award the bid to P. F. Pettibone. Commissioner Strafuss seconded the motion. The motion
passed by vote: Houseman (aye), Strahan (aye) and Strafuss (aye).

EXECUTIVE SESSION – CONTRACTS PER SECTION 610.021(12)

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

EXECUTIVE SESSION
10:00 AM

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
11:02 AM

STAFF DEPARTMENTAL UPDATE – ROAD & BRIDGE

Randy Haes, Harlan Collins, and David Stottle of the Road and Bridge Department met with the
Commission. Randy Haes found a map with Sycamore Church Road of the old Roark Special
District. Maintenance on the road was discussed. A structure needed to be worked on. A Road
vacation was discussed. Gravel examples were brought and discussed. It was determined to add
to the bid the type of aggregate.

A request was received for removal of a billboard sign on private property on Highway 248 and
Sycamore Church Road. Discussion ensued. A consent letter signed by the landowner would be
needed. The budget had a balance of just under $300,000 for minor patching. The third and
final trip of Right-of-way mowing is in process. A growth retardant was discussed.

The Hot Tank use was discussed. Coon Creek Bridge alignment was discussed. FEMA would
not finance as much for repair as anticipated. A safety meeting with two three hour session was
being planned for October. A date for equipment inspection was discussed.

The State program to employ unemployed workers was discussed. Workers could be used for
disaster preventative maintenance by cleaning ditches and doing concrete work to utilize excess
material. A Caney Creek Road drainage issue was estimated at $7,000 to change the drainage to
the north side of the road.

The Kansas City Conference attendance was discussed. The Commission approved three people
to attend the meeting this year. Fall cleanup dates of September 30th and October 1st were agreed
upon. A truck repair bid was discussed. The Commission asked they move forward on the
repair. Harlan Collins would like to title Jason Davidson as crew leader. The Commission
agreed.

A disputed property line fence on Ingenthron Road was discussed. Bradleyville R-1 and Mark
Twain Intergovernmental Agreements were discussed. Signs on Blansit Road had not yet been
taken down.

RECESS
12:07 PM

EXECUTIVE SESSION-UPDATE PER SECTION 610.021(1), (2), (3) AND (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
1:34 PM

See Executive Session minutes for actions if any.

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

OUT OF EXECUTIVE
 5:55 PM

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