Commission Minutes

OFFICIAL MINUTES
APRIL 23, 2012, 8TH DAY OF
THE APRIL ADJOURN TERM

The County Commission met in the Commission Hearing Room at 8:35 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

There was no public comment.

CALL TO ORDER

Presiding Commissioner Houseman called the April 23, 2012 meeting to order at 9:01 a.m.

PRAYER

Commissioner Strafuss led the prayer.

PLEDGE OF ALLEGIANCE

Commissioner Strahan led the Pledge of Allegiance.

PREVIOUS MEETING MINUTES

Commissioner Strafuss moved to approve previous meeting minutes dated April 12, 2012.
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 approve accounts payable as follows: 238752 through 328811,
328812 and 33037, warrants 5610 and 5611 and check 328588 was void. Commissioner Strahan
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.

APPROVAL OF PAYROLL

Commissioner Strahan moved to approve payroll. Commissioner Strafuss seconded the motion.
The motion passed by vote: Houseman (aye), Strahan (aye) and Strafuss (aye).

PAYROLL DATE: April 27, 2012

GCR: 113037 – 113038, 113060 - 113080
RB: 113039 - 113054
AF: 113055 - 113057
TS: 113058 - 113059
911: None
Manual Warrants: 5612 - 5613
Accounts Payable: 328813 - 328833
PLANNING & ZONING RELOCATION

Commissioner Strafuss asked if as of January 1, 2012 the County no longer owned the Sewer
District building. Mr. Soutee said by agreement the building was to be turned over to the Sewer
District, but transfer by paper had not yet occurred. Discussion ensued regarding ownership and
repair of the air conditioning system of the building. Legal Counsel would be consulted. Mr.
Soutee said the water quality lab was also located in the building.

AGGREGATE ROAD MATERIALS DISCUSSION

Randy Haes of Road and Bridge and Purchasing Agent Ron Erickson went before the
Commission to discuss aggregate road materials. Commissioner Strafuss was contacted by two
vendors to clarify a delivery question. Mr. Haes said delivery price to one of three locations.
Commissioner Houseman said to provide questions by bidders and answers to those questions.
Ron Erickson conferred with Mr. Haes and there were 11 questions created. Item 8 was
discussed, which regarded standards. Discussion ensued regarding the default process. The bid
award could designate a primary and secondary source. The Commission felt Mr. Erickson’s
responses were acceptable.

LETTER OF SUPPORT – AMERICAN BEST BAGGING, LLC

A letter of support regarding a grant application was requested by Mike Brittain. American Best
Bagging, LLC would create five to eight jobs. The Commission requested Nikki Lawrence help
draft the letter of support.
 RFQ FOR INSURANCE BROKER OF RECORD

Mr. Erickson went before the Commission to open bid responses for an Insurance Broker of
Record, 201204-176. Four responses were received. The first submission was from Connell
Insurance. The second submission was from Great Southern Insurance. The third submission
was from Insurance Source Incorporated. The fourth submission was from Akers Insurance.
Mr. Erickson submitted copies to the Commission and would wait for their direction.
Commissioner Houseman asked Dixie Wagner of Human Resources to elaborate on which
insurance coverages were included. Ms. Wagner said property and liability, and comprehensive
and for vehicles and buildings, etc.

Commissioner Strafuss moved to postpone to a definite time of 1:30 p.m., the R.F.Q. for
insurance broker of record. Commissioner Strahan seconded the motion. The motion passed by
vote: Houseman (aye), Strahan (aye) and Strafuss (aye).

Commissioner Houseman asked Linda and Dixie to review the documents and notate any areas
of question for their review.

RECESS
9:40 AM

RECONVENED
9:50 AM

PENALTIES & INTEREST

A tax payer Ms. Bristow was to have penalties and interest waived. A letter was received from
Westcott Holdings to the Commission with a copy going to the Collector. If penalties and
interest needed waived, it would have to be presented by the Collector. Discussion would be
rescheduled for next Thursday.

Commissioner Houseman left the meeting at 10:01 a.m. to join a county conference call.

Collector Sheila Wyatt said she used the postmarked date on the envelope found to resolve the
issue for Ms. Bristow.

RECESS
10:02 AM

RECONVENED
12:32 AM

STAFF DEPARTMENTAL UPDATE - ROAD & BRIDGE

Randy Haes, Harlan Collins and David Stottle went before the Commission to give a
departmental update. The K-Dock project completion was discussed. The mechanic’s truck bid
was discussed. A portable machine to utilize existing stock piles was discussed. The Mt.
Branson hot tank was discussed. The Animal Control parking lot was discussed and would be
assessed. Spring clean up response was discussed. Commissioner Strafuss would research an
annual grant for tire recycling by the corrections department. Certification for weed spraying
was discussed.

Road patching and culvert work would be started within the next two weeks. Ditch cleaning and
chip seal preparation was underway. A Cedar Point road issue was discussed.

Commissioner Strahan thanked the Road and Bridge Department for their work on the K-Dock
project. The Commission directed Mr. Haes to contact Arkansas Game & Fish regarding
surfacing. A guard rail and the completion of Slough Hollow were discussed. Mt. Branson roof
and cleanup of wood debris was discussed.

RFQ FOR INSURANCE BROKER OF RECORD

The RFQ for Insurance Broker of Record would be reposted next Thursday.

RECESS
12:56 PM

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

EXECUTIVE SESSION
1:30 PM

See Executive Session Minutes for actions, if any.

Commissioner Strafuss exited the meeting at 3:30 p.m.

Commissioner Strahan moved to go out of Executive Session. Commissioner Houseman
seconded the motion. The motion passed by roll call vote: Houseman (aye), Strahan (aye), and
Strafuss (absent).

OUT OF EXECUTIVE
4:50 PM

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