Commission Minutes

OFFICIAL MINUTES
OCTOBER 17, 2011, 5TH DAY OF
THE OCTOBER ADJOURNED TERM

The County Commission met in the Commissioner’s Hearing Room at 8:37 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 HEARING 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 October 17, 2011 meeting to order at 9:01 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 – 10/6 AND 10/11

Commissioner Strafus moved to approve the minutes of 10/6 and 10/11/2011 with changes and
corrections. Commissioner Strahan seconded the motion for discussion.

Commissioner Houseman noted in the 10/6/2011 Security Staffing discussion mentioned an
amount of $87,360 for a full year, not the quarterly amount. The Commission wanted to state the
amount per hour. Commissioner Houseman read the noted change. Discussion ensued. 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:
Commissioner Strahan seconded the motion for discussion. The motion passed by vote:
Houseman (aye), Strahan (aye) and Strafuss (aye). There were no journal entries.

COMMISSION MINUTES BOOKS

County Clerk Donna Neeley and Recorder Bob Dixon addressed the Commission. They
informed the Commission that the Underground vendor should be a sole service provider. The
minute books needed to be available for the citizens. The Circuit Clerk had 130 books with
funding; the Commission Minute book cost would be combined with Court Record book offer.
The books would be put on a CD to be put in the Docuware system. Discussion ensued.
As the offer was not time sensitive, the Commission determined to have additional discussions
during the budget discussions.

COUNTY BOARD APPOINTMENTS

Tammy Hagler, 911 Administrator notified the Commission that 911 board member Dave Geiger
resigned as his residency left the County. After a notice had been put in the newspapers
requesting board members. she received three volunteers: Tom Todd of Bradleyville Volunteer
Fire, Josh Smith, and Charles Olgood with Central Taney County fire. They had upcoming
meetings and would like to fill the position as soon as possible. Tammy Hagler stated this is a
Commission appointed board. Discussion ensued. The Commission thanked Ms. Haegler and
would consider the requests. A Bee Creek board position was still open with no offers to serve.
The Commission would have to leave the position open until a volunteer comes forward. One
BOA position needed to be filled or reappointed. The 911 Board appointment was reposted to
next Monday.

EXECUTIVE SESSION – LEGAL UPDATE PER SECTIONS 610.021 (1), (2), (3) & (12)

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

EXECUTIVE SESSION
9:25 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
12:11 PM

RECONVENED
1:15 PM

COUNTY COLLECTOR – BID REQUESTS

County Collector Shiela Wyatt addressed the Commission regarding tax service mail-out
options. The County had gone out for a three year bid in 2008 and 2009, and we needed to go to
bid again. She wanted the Commission to approve a check for Ozark Mailing Services to get
statements mailed next Monday or Tuesday. She had used Ozark Mailing Service as it was most
beneficial to the county. Discussion ensued. No record of a three year bid for said services
could be found.
County Counsel Frank Cottey asked what the estimated annual cost would be. $15,000 per year
was the estimated cost. Mr. Cottey said he would look into steps to determine a sole source
provider. Frank Cottey recommended Sheila check the internet to confirm there wasn’t another
company that would provide address forwarding and barcoding in addition to the bulk mailing
and provide documentation validating.

Commissioner Strafuss moved to postpone to a definite time of 1:55 p.m. on October 17th.
Commissioner Strahan seconded the motion. The motion passed by vote: Houseman (aye),
Strahan (aye) and Strafuss (aye).

AGENDA REQUESTS REVIEW

The Commission met to review Agenda Requests with Nikki Lawrence.

EXECUTIVE SESSION – LEGAL UPDATE PER SECTIONS 610.021 (1), (2), (3) & (12)

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

EXECUTIVE SESSION
1:42 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
1:54 PM

RECONVENED
1:55 PM

COUNTY COLLECTOR – BID REQUESTS

Sheila Wyatt went before the Commission to inform them she found no provider with the same
tax mail-out services, and contacts had suggested Ozark Mailing Service. Purchasing Agent Ron
Erickson was satisified by participating with Sheila’s office and the uniqueness of the use to
recommend Shiela’s purchase order be approved. Commissioner Strafuss asked County Counsel
for advice. Mr. Cottey said bidding could be waived in an emergency. Discussion ensued.

Commissioner Strafuss moved to approve the drafted purchase order to Ozark Mailing Services
in the amount of $15,000 because it would prevent undue harm to the County and entities that
will be forced to wait an additional month for tax revenues. Commissioner Strahan seconded the
motion for discussion. The motion passed by vote: Houseman (aye), Strahan (aye) and Strafuss
(aye).

Donna Neeley spoke to Edward J. Rice Company. The company was not set up to do the same
type of business as Ozark Mailing Services, stating Ozark Mailing Services was the only
company with the equipment to do that.

EXECUTIVE SESSION – LEGAL UPDATE PER SECTIONS 610.021 (1), (2), (3) & (12)

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

EXECUTIVE SESSION
2:07 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
3:49 PM

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