Commission Minutes

OFFICIAL MINUTES
APRIL 5, 2012, 3RD DAY OF
THE APRIL ADJOURN TERM

The County Commission met in the Commission Hearing Room at 9:04 a.m. with Ron
Houseman, Danny Strahan and Jim Strafuss present. The following proceedings were had and
made a matter of record:

BID PROCEDURE – BID RECOMMENDATION FOR COUNTY TAX SALE

Purchasing Agent Ron Erickson and Collector Sheila Wyatt went before the Commission for a
bid recommendation. Ms. Wyatt got an opinion from a local printing company and the
Springfield News Leader, both of which felt bids met requirements. Ms. Wyatt said the bid did
not have to be awarded to the lowest bidder if not in the best interest of Taney County. Mr.
Erickson said in preparation of the bid, it was notated that if a publication went out with incorrect
specifications or sizes, the purchasing department would deny payment. Each bid responder
agreed to the statement by signature. Sheila Wyatt recommended the lower bidder be awarded
the bid. Commissioner Strafuss moved to award 201202-167 to the Taney County Times as per
data provided by the Collector. Commissioner Strahan seconded the motion. The motion passed
by vote: Houseman (aye), Strahan (aye) and Strafuss (aye).

BID AWARD FOR BOYS CAMP ROAD

Travis Heier with HDR Engineering and Mr. Erickson went before the Commission for award of
Bid for Boys Camp Road. Commissioner Strafuss moved to award Tom Boise Excavating the
lowest bid, HDR project #142912. Commissioner Strahan seconded the motion for discussion.
Commissioner Strahan said he visited with an HDR representative and there was a discussion
that citizens in the area had concerns about the project. Commissioner Strahan was assured that
everyone the HDR representative talked to wanted to get started with the project on time as the
road improvement was much needed. Mr. Heier gave a reviewed how the project would proceed
after the award. Commissioner Houseman said the project was partially financed with the
CDBG. The motion passed by vote: Houseman (aye), Strahan (aye) and Strafuss (aye).

TCTAB UPDATE

Randy Haes of Road and Bridge and Travis Heier with HDR Engineering went before the
Commission with a mapped document provided by HDR TCTAB’s prioritization of projects to
be completed. Mr. Haes stated categories were still being worked on. Mr. Heier said 41 projects
had been reviewed by the Board and a prioritization draft would be available for the next
TCTAB meeting for Board review. Commissioner Strahan inquired about the number of
projects. Travis Heier said it had originally been 41 projects. Commissioner Strahan would like
completed projects publicized so credit could be given to the TCTAB as the Commission didn’t
have to make decisions on these completed projects. Commissioner Strafuss said as we move
forward, it would be helpful to have documented progress, even if a project takes several years to
complete. Travis Heier said the document would be a working document to be updated.
Commissioner Strahan said the Commission took the list seriously.

Mr. Heier said once the Board reviewed the document during their next meeting, they would go
before the Commission to get their input. Discussion ensued.

DIRT AGREEMENT

Randy Haes went before the Commission to present a Dirt Agreement with Randy Issac.
Commissioner Strafuss moved to enter into a Dirt Agreement between Taney County and Randy
Issac. Commissioner Strahan seconded the motion for discussion. Commissioner Strahan asked
about dirt agreement locations closely situated. Mr. Haes said a map needed to be created to plat
dirt agreement locations. The motion passed by vote: Houseman (aye), Strahan (aye) and
Strafuss (aye).

AGENDA REQUESTS REVIEW

Agenda Requests were reviewed by the Commission. Bills and legislation were discussed.

PACE RESOLUTION

The PACE Resolution was discussed. Concerns with the resolution were discussed. The Clean
Energy District was discussed. Doyle Childers knew of a company pursuing the resolution,
which brought it before the Commission. The Board had the authority to issue bonds. After
questions regarding the resolution were compiled, a conference call with Mr. Childers would be
set up.

EXECUTIVE SESSION – LEGAL UPDATE
PER SECTION 610.021(1), (2), (3) (12) & (17)

Commissioner Strafuss moved to go into Executive Session pursuant to RSMo 610.021(1), (2),
(3) (12) and (17). Commissioner Strahan seconded the motion. The motion passed by roll call
vote: Houseman (aye), Strahan (aye), and Strafuss (aye).

EXECUTIVE SESSION
10:07 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
2:03 PM
 INSURANCE COVERAGE

The Commission spoke to Purchasing Agent Ron Erickson regarding the process the County
followed when acquiring its liability and property insurance. Mr. Erickson reported that he had
requested the IS Department research all previous documents looking for any reference to the
issue, and after he reviewed what they had found he was unable to find any documentation that
might clarify the issue.

Commissioner Houseman suggested that the County go out to bid.

Mr. Erickson reported that when he discussed the possibility of bidding insurance out with other
Counties, they reported that they had designated employees who handled their insurance and
they were unable to answer his queries.

Commissioner Strafuss related that in his years of service the County, he could not recall any
specific conversations on bidding insurance.

Commissioner Strahan stated that the County’s current insurance representative had requested
the County go out to bid on all insurances.

The Commission directed Mr. Erickson to put together an RFQ for an agent of record for
liability, comprehensive and property insurance.

Mr. Erickson relayed that he had had not received replies on the managed print services PPQ
from five departments. He needed to know what direction the Commission would like to give
him to proceed. After discussion, the Commissioner’s agreed that Mr. Erickson could forward
the Commission an email requesting a response, and they would then forward it to all
departments.

STAFF DEPARTMENTAL UPDATE – ROAD AND BRIDGE

Randy Haes of Road & Bridge presented a proposed solution to the drainage problem at the
Forsyth license bureau. He suggested putting in an 18 in. pipe to the end of the current lodge
building, which would then turn and daylight into the bank. He further stated that a deeper box
and a cleanout were needed. The estimated cost was projected at $1,200 - $1,500.00. The
Commission directed Mr. Haes to proceed with the solution.

Mr. Haes questioned whether or not the County would be liable for vehicle accident damage
involving the proposed large rocks used for bordering at K-Dock. The Commission directed him
to discuss the matter further with Attorney Pat Keck. Mr. Haes also asked if he could get a bid
on guard rail installation and material. He further clarified that there were several sections in the
County needing repair, but there was only $2,000 budgeted for that line item and the cost could
be an issue. Commissioner Strahan stated that as it was a safety issue, the contingency line could
be used. The Commission directed Mr. Haes to work with the Purchasing Department on the
possibility of a bid.
There was a brief discussion on budget concerns, specifically related to individual line items.

Mr. Haes reported that Cintas, the current shirt provided for the Department, had sent him price
breaks on bulk T-shirt purchases, which would be considerably less than if the individuals
continued to pay out-of-pocket for them. Discussion ensued on the possible savings of having
the County purchase a large quantity of shirts, and how that would impact the current bid in
place with Cintas on the standard dress-style uniform shirts. Commissioner Houseman was in
support of purchasing the shirts for the employees. Commissioner Strafuss stated that if the
County did purchase them, his request would be that none of the sleeves be cut off. Mr. Haes
agreed to ask employees what they would want, and then work with Purchasing in regards to the
current bid.

Mr. Haes asked if the Kissee Mills site could begin taking glass for recycling. Because the
County now had a place to take the glass, the Commission agreed.

Mr. Haes stated that two shops had piles of accumulate, and wanted to know if the Department
could purchase a vibrating dirt screen to get useful material out of them for use on roadside
shoulders. The Commission directed him to work with Purchasing and bring back any results to
them.

Commissioner Strahan announced that the mechanic needed a new service truck. Following
discussion, the Commission directed Mr. Haes to bring proposed solutions back to them.

EXECUTIVE SESSION – LEGAL UPDATE & PERSONNEL
PER SECTION 610.021(1), (2), (3) (12) & (17)

Commissioner Strafuss moved to go into Executive Session pursuant to RSMo 610.021(1), (2),
(3) (12) and (17). Commissioner Strahan seconded the motion. The motion passed by roll call
vote: Houseman (aye), Strahan (aye), and Strafuss (aye).

EXECUTIVE SESSION
2:43 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 (aye), and Strafuss
(aye).

OUT OF EXECUTIVE
3:41 PM

The minutes were taken and typed by Lyn Wieneke and Cristy Smith, Deputy Clerks.