Commission Minutes

OFFICIAL MINUTES
APRIL 19, 2012, 7TH DAY OF
THE APRIL ADJOURN TERM

The County Commission met in the Commission Hearing Room at 8:31 a.m. with Ron
Houseman and Danny Strahan present and Jim Strafuss absent. 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

There was no public comment.

CALL TO ORDER

Presiding Commissioner Houseman called the April 19, 2012 meeting to order at 9:01 a.m.

PRAYER

Rick Findley led the prayer.

PLEDGE OF ALLEGIANCE

Commissioner Strahan led the Pledge of Allegiance.

PREVIOUS MEETING MINUTES

Commissioner Strahan moved to approve previous meeting minutes with corrections dated
March 29, April 2, 4, 5, 9, and 16, 2012. Commissioner Houseman seconded the motion. The
motion passed by vote: Houseman (aye), Strahan (aye) and Strafuss (absent).

BID PROCEDURE – TRANSMISSION REPAIR SERVICE,
SOLE SOURCE/NOI-OMUVS

Purchasing Agent Ron Erickson and Sheriff Jimmie Russell went before the Commission
regarding a bid for Transmission Repair Service. One response was received. The Commission
directed Mr. Erickson to proceed. The one submission was from Ace Transmission of
Springfield. The bid was complete. Ace Transmission had been used for several years prior to
the bid. The bid included free diagnostic checks and 12 month warrantees. The cost for the
Dodge Charger was at a cost of $2850, the Dodge Dakota was at a cost of $1700, and the Jeep
Cherokee was at a cost of $1,599.99. Sheriff Russell recommended Ace Transmission be
awarded the bid. Commissioner Strahan moved to award Ace Transmission the bid for the
transmission repair service. Commissioner Houseman seconded the motion. Mr. Erickson said
Ace Transmission agreed to item #9 which asked: Will a terms and conditions contract be
agreeable for one-year, with two options to renew for an additional year. The warranty on
commercial vehicles was for 12 months or 12,000 miles. Mr. Erickson would get the additional
agreement at a later date. The motion passed by vote: Houseman (aye), Strahan (aye) and
Strafuss (absent).

BID PROCEDURE – TRANSMISSION REPAIR SERVICE,
SOLE SOURCE/NOI-OMUVS

Discussion ensued concerning SSP#201203-171. Commissioner Houseman noted pursuant to
RSMo 034.044 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, Taney
County Times, as well as posted on the Taney County Website, to declare the Ozark Mountain
Underground Vault and Storage as our sole source for storing our archive-able public records
underground and vaulted as well as several other required tasks.

Our Purchasing Department had completed documentation with the help of the Recorder’s 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 is here to share
details with us all concerning this process.

Mr. Dixon stated he had dealt extensively with Ozark Mountain Underground and they had done
an exceptional job in reproducing and making digital records for him. They also store items for
him. The Ozark Mountain Underground was currently working on oversized bound books for
the County and Circuit Clerks. The County Clerk also had 240 bound School record books. The
process utilizing a planetary camera was explained. The public could go to White River
Historical Society, and search by name or description to find a document. The Underground had
reduced their price considerably.

Commissioner Strahan moved to approve Ozark Mountain Underground Vault and Storage as
sole source provider for storing our archive-able public records underground and vaulted as well
as several other required tasks. Commissioner Houseman seconded the motion for discussion.
Commissioner Houseman said given the factors as thus outlined is 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? Seeing none,
Commissioner Houseman said he appreciated Mr. Dixon’s work in this. The motion passed by
vote: Houseman (aye), Strahan (aye) and Strafuss (absent).

AGENDA REQUESTS REVIEW

Nikki Lawrence went before the Commission to review Agenda Requests.

GRIEVANCE PROCEDURE
Commissioner Strahan moved to approve the grievance procedure as presented and approve
Linda Sorenson as the Compliance Coordinator for the grievance procedure. Commissioner
Houseman seconded the motion. The motion passed by vote: Houseman (aye), Strahan (aye)
and Strafuss (absent).
 RELEASE IN FULL OF ALL CLAIMS

Mr. Mark Parent of the Taney County Airport went before the Commission to discuss a release
pertaining to the Taney County Airport. Mr. Parent said an insurance release needed to be
signed regarding three runway lights damaged by an arriving aircraft. The pilot was fully
insured and if the County was satisfied, the release needed approval. Mr. Parent was satisfied
with the repairs made. Commissioner Strahan moved to approve signing the release in full of all
claims as presented. Commissioner Houseman seconded the motion for discussion.
Commissioner Strahan asked if any other signature was needed. Nikki Lawrence said as Frank
Cottey had reviewed, Mr. Parent would not be required to sign. The motion passed by vote:
Houseman (aye), Strahan (aye) and Strafuss (absent).

PUBLIC ADMINISTRATOR’S REQUEST

Public Administrator Carol Davis went before the Commission with two requests in follow up to
January Budget meetings. Ms. Davis’s first request was for an additional full time staff member.
There were 113 active individuals appointed by the court with 172 current files being worked
with. Ms. Davis’ part-time staff worked additional time due to the workload. The second
request was a raise for her one part-time staff. Her staff was paid a little over $10 per hour and
had been an employee since 2005 and works diligently. Ms. Davis was requested a raise to $12
per hour.

Commissioner Houseman said the salary study would be complete on Monday, and the issue
would be addressed after that review. Carol Davis asked if she could have an answer to the
hiring of additional staff. Commissioner Houseman said the matter could be addressed when
there was a full County Commission. Commissioner Houseman said she did not have a spot
budgeted in 2012, and staffing would be incorporated into the discussion. Ms. Davis thanked the
Commission for their time.

COURT ORDERS

Donna Neeley and Cristy Smith went before the Commission regarding Court orders. Ms. Smith
informed the Commission some personal property abatements for add-ons needed made. Ms.
Neeley explained the add-on and abatement process. Commissioner Strahan moved to approve
the abatements/corrections labeled exhibit A. Commissioner Houseman seconded the motion.
The motion passed by vote: Houseman (aye), Strahan (aye) and Strafuss (absent).
Refunds for personal property for three years needed approval. Discussion ensued regarding a
2009 abatement labeled Exhibit B. Assessor Strahan questioned the 2009 abatement and wanted
to hold that abatement for further research.
Commissioner Strahan moved to approve exhibit B with the exception of 2011-21184.
Commissioner Houseman seconded the motion. The motion passed by vote: Houseman (aye),
Strahan (aye) and Strafuss (absent).

The first real estate abatement was a duplicate billing presented by assessor’s office. The other
two notated clerical errors. The Assessor agreed with these abatements. Abatements were
denied in two previous BOE hearings. Discussion ensued. Commissioner Strahan moved to
approve the abatement for the year 2010 labeled exhibit C. Commissioner Houseman seconded
the motion for discussion. The motion passed by vote: Houseman (aye), Strahan (aye) and
Strafuss (absent).
The 2011 real estate abatement would be heard at a later date in front of a full Commission.
 PENALTIES AND INTEREST

Commissioner Strahan noted that he had been contacted by a citizen, Ms. Bristow, regarding
whether or not she should be forced to pay penalties and interest on taxes she believed had been
paid timely by the bank. Commissioner Strahan added that the Collector had previously advised
against waiving penalties and interest, however since that time the Collector’s Office had found
and accepted the check. The matter was to be reposted for next Monday allowing the
Commission an opportunity to waive penalties and interest.

County Assessor James Strahan stated that there was an Assessor’s statutory penalty to be
applied of up to $100; anything over that amount did not get applied through his office. Melanie
Smith of the Collector’s office appeared before the Commission and noted that the Collector’s
Office had already removed the penalties and interest since the check had been discovered.

EXECUTIVE SESSION – CONTRACTS PER SECTION 610.021(12)

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

EXECUTIVE SESSION
10:17 AM

See Executive Session Minutes for actions, if any.

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

ADJOURNED
11:30 AM

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