Commission Minutes

OFFICIAL MINUTES
DECEMBER 15, 2011, 29TH DAY OF
THE OCTOBER ADJOURNED TERM

The County Commission met in the Commissioner’s Conference Room at 8:32 a.m. with Ron
Houseman and Jim Strafuss present and Danny Strahan absent. The following proceedings were
had and made a matter of record:

STAFF DEPARTMENTAL UPDATE – ROAD AND BRIDGE

Randy Haes met with the Commission to give the Road and Bridge update. Topics discussed
were as follows:

Devil’s Tea Table Road – Mr. Haes gave the Commission an estimated cost to improve the road
from Travis Heier with HDR Archer. Commissioner Houseman asked if the Corp of Engineers
would help in this project. Commissioner Houseman also mentioned Federal Funds may be
available.

4 Way Stop Intersection on Shamblin – Randy Haes talked to engineers and vendors in Kansas
City for a solution. The engineer’s suggestion was to cut out a section of the road and make a
permanent rumble strip section of concrete. Discussion ensued regarding a 90 degree turn as
well as temporarily closing a section of the road. The Commission directed Randy Haes to put
up a sign stating it will be temporary closed and to let the Road and Bridge office know to expect
phone calls.

Man Hole Lids that needed Re-adjusted – The work was previously brought before the
Commission. The Commission directed Randy to proceed with the work.

Snow Removal Crews were discussed. Mt. Branson Barn staffing was discussed. Three or four
streets in the Bee Creek area, were discussed. Private streets were petitioned for county to
maintain. Agreements needed to be signed before the County could proceed. MoDOT Snow
removal and areas of concern were discussed. The Commission asked Randy Haes to get with
MoDOT to see if road snow removal negotiation was possible.

The 76 Bridge Closing was discussed.

AGENDA REQUESTS REVIEW

The Commission met with Nikki to review Agenda Requests.

BID PROCEDURE – BAR CODE READER/CRIME & ACCIDENT SOFTWARE

Purchasing Agent Ron Erickson accompanied by Sergeant Barnwell went before the
Commission to open bids received.
Four responses were received for Bar Code Readers, which was part of the overall COPS grant.
The first submission was from Component Sourcing Group at a cost of $14,817.00 for 33 bar
code readers. The second submission was from Elliott Data Systems at a cost of $17,325.00 or
$525 each for 33 units. The third submission was from Scan Technologies at a cost of
$13,167.00. The fourth submission was from Barcodesinc at a cost of $15,229.17. Mr. Erickson
in discussion with Sergeant Barnwell recommended the bid be awarded to Scan Technologies.
Commissioner Strafuss moved to award the Bar Code Reader bid to Scan Technologies at a cost
of $13,167.00 as recommended. Commissioner Houseman seconded the motion. The motion
passed by vote: Houseman (aye), Strahan (absent) and Strafuss (aye).

The second bid was for Crime and Accident Reconstruction Software. The one submission was
from AT solutions with a bid of 15,886.00. Sergeant Barnwell said this company was the
provider for the Branson Police Department as they were nearly a sole-source. Commissioner
Strafuss moved to award the bid to AT Solutions the Crime and Accident Reconstruction at
$15,886. Commissioner Houseman seconded the motion. The motion passed by vote:
Houseman (aye), Strahan (absent) and Strafuss (aye).

2012 BUDGET WORK SESSION

Prosecuting Attorney Jeff Merrell went before the Commission to discuss his budget.
Commissioner Strafuss stated as the Commission had authorized an employee mid-year, it was
their intent to allow the employee. Commissioner Houseman agreed with Commissioner
Strafuss regarding the employee but suggested training be funded by the Prosecuting Attorney’s
Training fund. Commissioner Strafuss asked if there were other expenses could be
supplemented by discretionary funds.

The Commission requested Mr. Merrell give them an amount to be transferred from his
Discretionary Funds to General County Revenue through an agreement sometime tomorrow.
Communication between offices was discussed. Jeff Merrell invited the Commissioners to his
office to see what they were trying to accomplish.

The Commission met with Collector Sheila Wyatt to discuss her budget. The Collector’s 2012
request was 1.2% less than last year. The Commission asked if there was any way she could
lessen any of her expenses. She said she had pulled from her fund where she could. The
Commission asked if she could pull from her Discretionary Contingency Fund for the difference
to reach the 5% decrease. She agreed to fund the needed software upgrade.

RECESS
10:32 AM

RECONVENED
10:40 AM

The Commission met with Randy Haes to discuss the Road and Bridge budget. Commissioner
Strafuss explained the combination of Road and Bridge budget and Road and Bridge Trust.
Revenue line items the Commission changed were discussed. 2012 transfers were discussed.
Legal work was discussed. A percentage of purchasing labor was added into the salary
expenses. Line item totals as well as individual line items were discussed.

RECESS
11:04 AM

RECONVENED
11:11 AM

The Commission met with Public Administrator Carol Davis to review her budget. As Ms.
Davis was not at the “State of the Budget” meeting Commissioner Houseman briefly explained
what the Commission needed from Elected Officials and Department Heads, which was to cut
2011 expenses by 5% to 10%. Commissioner Strafuss asked what her expense requests were.
Individual expense lines and corresponding revenue lines were discussed. Commissioner
Houseman stated so far elected officials have either cut expenses or add funds to meet the 5% to
10% requested.

The Commission met with County Clerk Donna Neeley to discuss her budget. She gave the
Commission her submitted budget as there was confusion in her requests. As the outside Auditor
had stated that payroll and accounts payable were operated out of her office, she added those
positions and dollars to her budget. Commissioner Houseman stated for conversation today, it
would not be included. Salaries were discussed. Individual clerk expense lines were discussed.

The election budget was discussed. Election expense lines were discussed. Grants and revenues
were discussed from the Discretionary Fund. Donna Neeley was willing to give a portion of her
discretionary funds. The Commission requested she bring back her input on her discretionary
fund. Individual election expense lines were discussed.

RECESS
12:47 PM

RECONVENED
1:20 PM

The Commission met with Mike Scofield and Terri Williams to review the Juvenile Court
account. Insurance benefits, auto insurance and salaries were discussed. Expense lines were
discussed. Line items were discussed which would reduce the 2012 budget down 5% from 2011.
Mike stated he would like to leave their employees out of any potential raises. County combined
office equipment, maintenance and supplies were discussed. Insurance benefits would need to
be discussed after the Commission had determined benefits and discussed with legal counsel.

RECESS
2:11 PM

RECONVENED
2:12 PM
Sheriff Jimmie Russell went before the Commission to continue discussion regarding his 118
account budget. Salaries were discussed. The Sheriff wanted to maintain current services, but
would like pay increases for employees. Individual expense lines were discussed. Part of the
phone expense would be paid out of his Civil Fund. Fuel requests were discussed. Light bars
and radios were discussed. The Commission requested the Sheriff meet with them again in the
morning.

RECESS
3:00 PM

RECONVENED
3:07 PM

The Commission met with Circuit Clerk Brenda Neal to address her budgets. Ms. Neal went
through line items which indicated discrepancies. Commissioner Houseman asked if the County
were mandated to give increases requested. As Brenda Neal was unsure, she said she would ask
the Judge if he would consider reducing the 111 account 5% less than the 2011 approved.

The requested amount of the 112 account was down 1% from 2011. Individual line items of the
112 account were discussed. Commissioner Houseman asked if anything in the budget that
could be paid out of her discretionary fund. Discussion ensued. There were areas she would
discuss with the two judges and notify the Commission of any possible reductions.

RECESS
3:26 PM

RECONVENED
3:31 PM

The Commission continued discussion of the Road and Bridge budget with Randy Haes. Randy
gave several line items to reduce expenses and determined another area of need in two others.

General County Revenues were discussed.

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) and (12). Commissioner Houseman seconded the motion. The motion passed by vote:
Houseman (aye), Strahan (absent) and Strafuss (aye).

EXECUTIVE SESSION
3:50 PM

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

OUT OF EXECUTIVE
7:00 PM

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