Commission Minutes

OFFICIAL
FEBRUARY 21, 2012, 15th DAY OF
THE JANUARY ADJOURN TERM

The County Commission met in the Commission Hearing Room at 8:32 a.m. with Ron
Houseman, Danny Strahan and Jim Strafuss present. The following proceedings were had and
made a matter of record:
PRELIMINARY STUDY

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

PUBLIC COMMENT

Assessor James Strahan went before the Commission to remind citizens of Taney County to turn
in their annual assessment forms to the Assessor’s office, as the deadline was March 1.

CALL TO ORDER

Presiding Commissioner Houseman called the February 21, 2012 meeting to order at 9:00 a.m.

PRAYER

Treasurer Helen Soutee led the prayer.

PLEDGE OF ALLEGIANCE

Commissioner Strahan led the Pledge of Allegiance.

PREVIOUS MEETING MINUTES

Commissioner Strafuss moved to approve the minutes of 2/13/2012 with changes and
corrections. 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 postpone accounts payable, journal entries and transfers to a
definite time of 1:30 p.m. Commissioner Strahan seconded the motion. The motion passed by
vote: Houseman (aye), Strahan (aye) and Strafuss (aye).

MONTHLY BUDGET REPORT

Rick Findley requested all Commissioners sign the Monthly Budget report. The Commission
agreed THE PRESIDING Commissioner’s signature was adequate.
 FLOOD PLAIN MAPS

Bob Atchley with Planning and Zoning went before the Commission with the final Flood Plain
maps from FEMA for adoption of the ordinance. Commissioner Strafuss stated the map had to
be approved to get flood insurance; however there were citizens who were not previously in the
flood plain that are now according to the maps. Bob Atchley stated properties within the flood
plain could be re-evaluated and the map could be amended. Discussion ensued.

Commissioner Strafuss moved to adopt the flood plain management ordinance for 2012 as
presented and amended. Commissioner Strahan seconded the motion for discussion.
Commissioner Strahan asked how often remapping occurred. Bob Atchley stated remapping
would be every two to four years. The motion passed by vote: Houseman (aye), Strahan (aye)
and Strafuss (aye).

FORSYTH ANNEXATION DISCUSSION

Ruth Whitley, Clerk of the City of Forsyth, went before the Commission. Ms. Whitley had
mailed all the certified letters to all property owners connected to U.S. Highway 160 and the only
comments regarding the annexation had been verbal; people hoped the speed limit could be
lowered. A letter from the Commission was requested allowing the annexation of the highway.
Commissioner Strahan moved to approve the letter to the City of Forsyth on the annexation of
U.S. Highway160. Commissioner Strafuss seconded the motion. The motion passed by vote:
Houseman (aye), Strahan (aye) and Strafuss (aye).

AGENDA REQUESTS REVIEW

The Commission met with Nikki Lawrence to review agenda requests.

BID PROCEDURE – JAIL SHOWER IMPROVEMENTS

Purchasing Agent Ron Erickson and Sheriff Jimmie Russell went before the Commission to
discuss a response concerning the Jail Shower Improvement bid on Thursday. The only bid
made by Mr. Kent Cissard, Kimberling City Plumbing was reviewed. Discussion ensued.

RECESS
9:52 AM

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

OUT OF EXECUTIVE
12:23 PM

RECONVENED
1:32 PM

HEALTH DEPARTMENT – ANIMAL CONTROL

Mr. Berry with the Taney County Health Department went before the Commission to discuss
animal control. Commissioner Strahan moved to increase the amount for animal control to the
requested amount of $198,565. Commissioner Strahan seconded the motion for discussion.
Commissioner Strafuss asked if the request for 2012 was what was allocated in 2011. Mr. Berry
said no; adjust to the requested figure of $198,565. Discussion ensued. The motion passed by
vote: Houseman (aye), Strahan (aye) and Strafuss (aye). Mr. Berry invited the Commission to
the upcoming open house at the Animal Control Center to see changes that had been made.

BOARDS/COMMISSION

Commissioner Strahan moved to appoint Mr. Chet Dixon to the unexpired term of park board.
Commissioner Strafuss seconded for discussion. Commissioner Strafuss asked how many
vacancies there were. Commissioner Strahan said one vacancy currently existed. The motion
passed by vote: Houseman (aye), Strahan (aye) and Strafuss (aye).

TCAD board appointments were discussed. Commissioner Strafuss moved to reappoint James
Youngblood to District 3 and Bryan Caperton to District 5 of Taney County Transportation
Advisory Board. Commissioner Strahan seconded the motion. The motion passed by vote:
Houseman (aye), Strahan (aye) and Strafuss (aye). The District 7 vacancy remained unfilled.

Commissioner Strafuss moved to appoint Jeff Jackson to the Taney County Regional Sewer
District board as the existing term was scheduled to terminate 12/31/2011. Commissioner
Strahan seconded the motion. The motion passed by vote: Houseman (aye), Strahan (aye) and
Strafuss (aye).

The Planning and Zoning vacancy was discussed.

AUDIT

Commissioner Houseman prepared a memo regarding a state audit which was read:
Commissioner Strahan moved to proceed with a state audit. Commissioner Strafuss seconded
the motion for discussion. Commissioner Strafuss said over the months of discussion there were
a variety of estimates. A budget line had not been specified for an audit. Commissioner Strafuss
asked if Commissioner Houseman had an idea of cost. Commissioner Houseman said after
talking with others the price could range from $75,000 to $125,000 based upon comprehensive
details and number of years audited; a minimum of two and a maximum of three years.
Discussion ensued. Auditor Rick Findley addressed the Commission regarding an audit of
specific areas, which would reduce the cost. Discussion ensued. The motion passed by vote:
Houseman (aye), Strahan (aye) and Strafuss (aye).

PURCHASING/BID

As legal counsel had examined recent expenditures, it was determined there was difficulty in
tracking the $4,500 expenditures within a 90 day period for purchases made by the County.
Elected Officials were charged with responsibility of bidding if spending over $4500. If multiple
entities purchase within the County exceeding the limit, the County Official would violate the
statute if you are the last officer doing the purchasing. A policy needed developed to prevent
this. Discussion ensued regarding centralized purchasing.

Ron Erickson stated the biggest challenge was training and monitoring. Mr. Erickson explained
the term and supply contract of Boone County. Discussion ensued.

Interim IS Director Mark Rys went before the Commission to discuss the WISCA service and
stated better reports within the purchasing program could notify the Purchasing Agent prior to
going over the $4,500. Commissioner Strahan stated County officials needed to know why they
needed to participate. Discussion ensued. Melissa Trotter of the IS Department stated within the
existing system, changes could easily be made. Commissioner Houseman asked if it could be
Any 90 day period. Melissa said she could do that. Mr. Erickson stated this needed done not
only to meet legal requirements, but to save the county money.

The commission directed Ron Erickson to help the County alleviate the problem and notify
elected officials as to the possibility of elimination of procurement cards to prevent violation of
the statute.

DOCUMENT RETENTION AND PRESERVATION

Commissioner Houseman directed Ron Erickson to draft the bid for historical document
retention and preservation with the help of the Commission.

ACCOUNTS PAYABLE/ JOURNAL ENTRIES/TRANSFERS

Commissioner Strafuss moved to approve accounts payables as follows. Commissioner Strahan
seconded the motion for discussion. 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
2:36 PM

The minutes were taken and typed by Lyn Wieneke, Deputy Clerk.