Commission Minutes

OFFICIAL MINUTES
SEPTEMBER 12, 2011, 19th DAY OF
THE JULY ADJOURNED TERM

The County Commission met in the Commissioner’s Hearing Room at 8:33 a.m. with Ron
Houseman, Danny Strahan and Jim Strafuss present. The following proceedings were had and
made a matter of record:

PRELIMINARY STUDY MEETING (COMMISSION CONFERENCE ROOM)

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

PUBLIC COMMENT

There were no public comments.

CALL TO ORDER

Presiding Commissioner Houseman called the September 12, 2011 meeting to order at 9:00 a.m.
with all members present.

PRAYER

Commissioner Strafuss led the prayer.

PLEDGE OF ALLEGIANCE

Commissioner Strahan led the Pledge of Allegiance.

PREVIOUS MEETING MINUTES 9/6

Commissioner Strafuss moved to approve the minutes of 9/6/2011 with changes and corrections
as noted. Commissioner Strahan 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 9/12/2011
 CHECKS
WARRANTS
325868 to 325921 5478
to 5479
to 5480
5481
TRANSFERS
1. none
2.
3.

Please sign and date that you have reviewed the included information.

Date Time Signature Comments

9/8/2011 10:00am jj

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 approve payroll.

PAYROLL DATE: September 16, 2011

GCR: 112354 - 112370

RB: 112333 - 112348

AF: 112349 - 112351

TS: 112352 - 112353

911: None

Manual Warrants: 5482 - 5483

Accounts Payable: 325922 - 325939
Commissioner Strahan seconded the motion. The motion passed by vote: Houseman (aye),
Strahan (aye) and Strafuss (aye).
 MONTHLY BUDGET REPORT

Auditor Rick Findley addressed the Commission regarding the Monthly Budget Report.
Commissioner Houseman requested a preliminary work session regarding the existing 2011
budget.

Commissioner Strahan wanted to officially convey the information regarding the temporary
modification of comp time use for Emergency Management and Road and Bridge, as previously
discussed in the May 19, 2011 Commission meeting.
 BID PROCEDURE (OPEN/DISCUSSION/AWARD)
-FOOD SERVICES MANAGEMENT

Sheriff Jimmie Russell and Purchasing Agent Ron Erickson went before the Commission to open
the three bids regarding food services management. The first submission was from ABL
Management; the second submission was from A’Viands, LLC; the third submission was from
CBM Managed Services.

Sheriff Jimmie Russell said he would review the bids with the Purchasing Agent and return to
the Commission with a recommendation at 8:00 a.m. Thursday morning. This was a bid
specification for up to three years. A written change notice would allow modification within the
three year timeframe.

-AVIATION FUEL

Mark Parent with the Taney County Airport and Purchasing Agent Ron Erickson went before the
Commission to open three bids. The first submission was from Bill Huntman, World Fuel
Services; the second submission was from Naegler Oil Company; the third submission was from
Arrow Energy Incorporated. The submissions would be presented to the Board for their review.
Commissioner Houseman requested a breakdown presentation to the Commission for their
records.

-AVIATION FLIGHT SCHOOL

Two pieces of bid correspondence were received. The first submission was from Bill Lee with a
no bid response. The second submission was from Ron and Becky Reeser with a no bid response
form as well. Both would be presented to the Airport Board.

-CISCO SERVERS

Network Administrator Bill Van Kirk and Ron Erickson addressed the Commission. The one
response was from Alexander Open Systems (AOS) with a submission of $13,124.28. The
recommendation was to repost to set a time of 8 a.m. on Thursday.

BID PROCEDURE – COMPUTERIZED TEMPERATURE CONTROL

After discussing EPM’s service with the Ozark School System and Reed Springs School, Ron
Erickson recommended to award the Computerized Temperature Control bid to EPM.

Commissioner Strafuss moved to accept the bid from EPM for the Computerized Temperature
Control with voltage and monitoring for the judicial facility and jail only. Commissioner
Strahan seconded the motion for discussion.
Commissioner Strahan stated that if it proved a savings, they would consider the old courthouse
facility to be included as the third part of the bid. The motion passed by vote: Houseman (aye),
Strahan (aye) and Strafuss (aye).

PROCUREMENT CARD UPDATE

Treasurer Helen Soutee and Auditor Rick Findley addressed the Commission to update the
Procurement Card usage policy. Helen Soutee stated that since July 2010 through August 2011
the County received $15,230 back via the 1% usage refund.
Sheriff Jimmie Russell gave some history as to what had prompted the interest in the
procurement card system. Auditor Rick Findley gave more history as to the transition from non-
interest bearing cards to the current card system. Helen stated that of the 92 cards, half were
used within the Sheriff’s Department. Rick Findley suggested that if a reduction in cards was
needed, there were as many as 10 that might need to have action taken on them. Discussion
ensued.

Collector Sheila Wyatt said office supplies could not be ordered without a credit card. Jimmie
Russell felt it was a better tracking method than what they previously had.

Joanna Jasper in the Auditor’s Office stated that there was the opportunity to set up different
purchasing abilities as well as credit limits and that card limits could be set on a daily basis to
reduce liability.

Commissioner Strafuss asked what changes in policies the Auditor’s office would like to see
implemented. Mr. Findley requested a policy setting a per diem for meals, following state
requirements, as well as a seminar evaluation funded by the County. Joanna Jasper requested a
policy for receipt documentation.

CONFLICT OF INTEREST ORDINANCE

County Clerk Donna Neeley provided the Commission with the Conflict of Interest Ordinance.
Discussion ensued.

Commissioner Strafuss moved to approve the Ordinance of Taney County to Establish a
procedure to disclose Potential Conflicts of Interest and Substantial Interests of Certain Officials,
expiring September 14th 2012.
Commissioner Strahan seconded the motion. The motion passed by vote: Houseman (aye),
Strahan (aye) and Strafuss (aye).

ARKANSAS GAME AND FISH RESPONSE

Commissioner Strahan stated that the main purpose of the discussion was established that the
Corp of Engineers would be the liaison to Taney County. He clarified that there would be no
response from Arkansas Game and Fish. He also stated that the meeting with them went very
well.
 RECESS
10:17 AM

EXECUTIVE SESSION – 911 UPDATE PER SECTION 610.021(3)

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

EXECUTIVE SESSION
10:34 AM

See Executive Session minutes for actions if any.

The Commission moved to remain in Executive Session with the following motion.

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
11:45 AM

See Executive Session minutes for actions if any.

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

OUT OF EXECUTIVE
1:10 PM

RECONVENED
1:12 PM

AGENDA REQUESTS REVIEW

The Commission reviewed agenda requests with Nikki Lawrence.

EXECUTIVE SESSION – LEGAL UPDATE 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
1:22 PM

See Executive Session minutes for actions if any.

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

OUT OF EXECUTIVE
2:12 PM

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