Commission Minutes

OFFICIAL MINUTES
MARCH 29, 2012, 27th DAY OF
THE JANUARY ADJOURN TERM

The County Commission met in the Commission Hearing Room at 9:00 a.m. with Ron
Houseman, Danny Strahan and Jim Strafuss present. The following proceedings were had and
made a matter of record:

BID PROCEDURE – SOLE SOURCE/NOI-WRVHS

Discussion concerning SSP#20122-169…
Pursuant to RSMo #34.044 governing declaration of a Single Feasible Sole Source Provider, we
are here today to discuss our intentions, as previously posted in the Branson Tri-Lakes News as
well as posted on the Taney County Website – both one month ago today, to declare the White
River Valley Historical Society as our Sole Source for historical document research, retention,
preservation, scanning and indexing.

Our Purchasing Department had completed documentation with the help of the Recorders Office
to support this declaration with numerous facts, stipulations and requirements. I have this
document in front of me but also the Taney County Recorder, Mr. Robert Dixon was here to not
only fill in for our Purchasing Agent who was away this week at training, but moreover Mr.
Dixon was here to share details with us all concerning this process.

Recorder Bob Dixon addressed the Commission regarding the designation of White River
Historical Society as a Sole Source provider. The Society agreed to scan documents into
Docuware software, beginning with Circuit Clerk records. Advantages and disadvantages were
discussed. Postings and legal notices were given.

Commissioner Houseman thanked Mr. Dixon. Commissioner Houseman said given the factors
as thus outlined, was there anyone here today to offer a response, make any comments or present
themselves as a possible viable competitor for the services discussed here today as well as
outlined within these documents

Commissioner Strahan moved to declare White River Valley Historical Society as a Taney
County Sole Source Provider for historical document research retention preservation scanning
and indexing. Commissioner Strafuss seconded the motion. The motion passed by vote:
Houseman (aye), Strahan (aye) and Strafuss (aye).

AGENDA REQUESTS REVIEW

Nikki Lawrence went before the Commission to review agenda requests.
Clerk Donna Neeley spoke about waiving fees for a Public Service Request from the School
Districts representative regarding the Railroad Utilities. The Commission agreed fees should be
waived.

STORM UPDATE

Randy Haes of Road and Bridge went before the Commission to update on Storm Cleanup.
Shoals Bend activity had increased. The transfer Station was still utilizing three trucks.

Melissa Duckworth went before the Commission. She added Taney County Long Term
Recovery was transitioning. Trucks, trailers, and large equipment weren’t available. There
were 44 open cases which still needed debris removal. A voucher could be given at the
volunteer reception center for those with storm debris to utilize the free removal. Commissioner
Strahan said stump grinding had not yet been determined as he felt those people were still
handling the Joplin situation from last year. Donated resources, transfer station capabilities and a
date extension were discussed.

David Stottle of Road and Bridge stated currently there were only one or two customers per day.

COUNTY BOARD APPOINTMENTS

Commissioner Strahan moved to appoint Clint Hillard to the Park Board vacancy.
Commissioner Strafuss seconded the motion. The motion passed by vote: Houseman (aye),
Strahan (aye) and Strafuss (aye).

The Big Creek Planning and Zoning Board and a Transportation Board had a vacancy.
Commissioner Houseman said he would consider Chet Dixon for the Taney County Economic
Business Partnership board member.

RECESS
9:56 AM

RECONVENED
10:01 AM

TIME CARD MACHINE

Elected Officials and Department heads went before the Commission to discuss time cards.
Commissioner Strafuss posted Time Card Machine for discussion to determine if it was of
interest for Elected Officials and department heads to utilize countywide.

The current process of timesheets was done manually. Research was done by Mark Rys of the IS
Department, to determine what was available to eliminate the manual processes for efficiency
purposes. One system found offered multiple entry options which included a key pad, card
swipe and fingerprint system, which would work in conjunction with the Mass 90 system.
Topics of discussion were as follows:

 Price range and Cost efficiencies
 Road & Bridge with multiple locations
 Previous Timecard trials
 Integration into the Payroll system
 Some Elected Officials not cooperating
 Department of Labor requirements
 Feedback from Offices utilizing timecards
 System modification abilities
 Christian County’s recent system conversion
 Individual Employee honesty
 Previous Law Suits
 Changes in Upcoming Commissions
 FLSA Rules
 Salaried positions and overtime

Mark Rys said he was glad to hear from officials as these were issues he needed to address.
Discussion would resume after further research.

STAFF DEPARTMENTAL UPDATE – SEWER DEPARTMENT

John Soutee went before the Commission to give a Sewer Department update. Sewer board
requested to meet with Commission to discuss three issues sent to the Commission’s office.
Three issues were discussed:

1) Short Creek property. Property due west of the shooting range could support the facility. A
feasibility studies would be needed. Before started surveying, Mr. Soutee wanted to know if the
Commission would transfer three or four acres of property. Discussion ensued. Commissioner
Strafuss said if the feasibility study indicated this was a good location, he would be open.
Discussion ensued. Commissioner Houseman said surrounding locations needed looked at as
well.

2) Lake Bore Option. In 2010 this option and other locations were researched by engineers.
Mr. Soutee asked if the Commission would reconsider this option. Commissioner Houseman
said no. Commissioner Strafuss said no, but would reconsider after he discussed the study with
Mel. Environmental concerns were a huge issue and growth was limited as you are not offering
services to the other side of the county. Commissioner Houseman stated his fear of a lake bore
was monumental.

3) Incorporated Area and Sales Tax Distribution. Commissioner Houseman asked if tracking
had been monitored from inception. John Soutee explained the history of the tracking. The
Commission was responsible for accuracy of sales tax distribution. Project submission for
funding was discussed. Documentation needed revised, which was submitted to the Commission
for approval.
A sewer operational property was discussed.

BID RESULTS – BOYS CAMP ROAD

Travis Heier of HDR went before the Commission with bid results for Boys Camp Road. Bids
were opened last Thursday and CDBG allowed them to proceed.

With the CDBG Grant, the County’s expense would be $307,000 with this bid. The original
agreement was if bid was low, the balance difference would be split; however the bid was higher
than anticipated. Commissioner Strafuss said he was in favor of moving forward. Mr. Heier was
looking for an August completion date. Commissioner Strahan said he was willing to move
forward but has some concerns. HDR would proceed with the award to occur at a later date.

AGENT OF RECORD PROCESS

The Agent of Record process was discussed.

Commissioner Strahan said he was approached by a party involved in litigation yesterday. The
party was willing to go into mitigation. Commissioner Strafuss asked if the issue could wait
until Monday. Commissioner Strahan thought it could wait; the party said it could not wait as it
was time sensitive.

EMERGENCY EXECUTIVE SESSION – LITIGATION AND PERSONNEL
PER SECTION 610.021(1) & (3)

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

EXECUTIVE SESSION
11:43 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
12:26 AM

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