Commission Minutes

OFFICIAL
MARCH 8, 2012, 20th DAY OF
THE JANUARY ADJOURN TERM

The County Commission met in the Commission Hearing Room at 8:05 a.m. with Ron
Houseman and Danny Strahan present, and Jim Strafuss absent. The following proceedings were
had and made a matter of record:

STAFF DEPARTMENTAL UPDATE – PURCHASING

Ron Erickson, Purchasing Agent, met with the Commission to discuss a more uniform process
for print services to help save the County money on toner cartridges and equipment.

Mr. Erickson discussed a PQQ (Prequalification Questionnaire) that had 58 questions. This PQQ
would help make the print service vendors respond accurately to an RFP when they had the
details of what our needs were.

Mr. Erickson asked the Commission for their approval on his 58 question PQQ as he needed it
completed by March 15th.

Commissioner Strafuss entered the room at 8:14 AM.

Mr. Erickson had a copy of an introduction letter directed to department heads, as well as copies
of all of the questions, which he wanted to distribute. Discussion ensued.

Commissioner Houseman suggested Ron Erickson move forward with his PQQ phase 1 and
bring the information back to the Commission, and then the Commission would make a decision
whether they wanted to proceed or not. The remaining Commissioners agreed.

Mr. Erickson reported that he had rolled out the project on the sole source request made to him
on document research and document retention, and that a very detailed questionnaire had gone
out last week. It was posted on the web-site, and notice was in the newspaper last week regarding
the intent to declare the White River Valley Historical Society as the sole source vendor for
document retention and research. They have the ability to scan documents and index them. It was
scheduled for discussion with the Commission for any responders. It would be posted for 30
days.

EXECUTIVE SESSION 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), Strahan (aye), and Strafuss (aye).
 EXECUTIVE SESSION
8:23 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
8:50 AM

TRANSFER STATION ENGINEERING SERVICES

Commissioner Strafuss explained that the Department of Natural Resources was requiring the
County to place new doors on the transfer station, but that the current estimated cost was near
$250,000. The other option was to build onto the front of the building, and include in the new
portion built-in doors, at a lower cost. After discussion, the Commission directed Commissioner
Strafuss to work with Scott Starrett and Purchasing Agent Ron Erickson to begin the process of
material acquisition and the creation of a new footprint.

STORM UPDATE

Randy Haes with Road & Bridge updated the Commission on the progress of the tornado
damage clean-up, and the department’s schedule for the remainder of the areas. Mr. Haes
mentioned that AmeriCorps was assisting with the removal of non-vegetative debris, and, in
addition, the biggest hindrance citizens seemed to be encountering was the large tree stumps.

Commissioner Strahan recommended that the County look into contracting with someone to
clean up the large tree stumps. Discussion ensued.

Commissioner Houseman stated he understood that the Governor had, the prior day, made the
request for Missouri to be declared as a National Disaster Area; that Taney County was included
in that request; and that the issue was now in the hands of the President as to whether or not we
would be receiving assistance through FEMA.

The Commission directed Randy Haes to inform the personnel at the Transfer Station that they
would be extending the free storm debris drop-off for citizens through March 31, 2012.

Commissioner Houseman asked Randy to extend an incredible thank you to all the employees in
Road & Bridge who had assisted with the storm.

Commissioner Strahan gave thanks to the Road & Bridge Department, AmeriCorps and all the
local church groups who had assisted after the storm.
 EXECUTIVE SESSION PER SECTION 610.021(1), (2), (3), & (12)

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), Strahan (aye), and Strafuss (aye).

EXECUTIVE SESSION
9:21 AM

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), Strahan (absent) and
Strafuss (aye).

OUT OF EXECUTIVE
11:04 AM

RECESS
11:04 AM

The minutes were taken and typed by Angelia Edwards and Cristy Smith, Deputy Clerks.