Commission Minutes

OFFICIAL
MAY 16, 2013, 13TH DAY OF
THE APRIL ADJOURN TERM

The County Commission met in the Commission Hearing Room at 8:33 a.m. with Ron Houseman and Danny
Strahan; and Brandon Williams absent. The following proceedings were had and made a matter of record:

PRELIMINARY STUDY

The Commission met to review previous meeting minutes and accounts payables.

CALL COUNTY COMMISSION MEETING TO ORDER

Commissioner Houseman called the May 16, 2013, meeting to order at 8:33 a.m.

COMMISSION REMARKS

Commissioner Houseman wanted to state for the record the Commission did not forgive or waive owed taxes by
accepting the Collector’s Delinquent Tax Books. They were merely accepting the Delinquent Tax Books as
presented by the County Collector.

SEWER BUDGET DISCUSSION

Eddie Coxie, with the Sewer Department, came before the Commission to discuss that department’s budget.
After estimating the expenses of projects slated for 2013 it appears Line #570 will be short about $700, 000.00.
Mr. Coxie asked if money could be moved from contingency line to cover this shortfall. Discussion ensued
regarding progress of current sewer projects. Mr. Coxie stated that he didn’t want the Commission to get
caught off guard if the line item is depleted. The Commission agreed to adjust the Sewer Department’s budget
at that time, if it is needed.

EXECUTIVE SESSION – LEGAL UPDATE PER SECTION 610.021 (1) (2) (3) (12)
(COUNTY COMMISSION CONFERENCE ROOM)

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

EXECUTIVE SESSION
8:52 AM

Commissioner Williams entered the meeting at 8:57 am.

RECESS OUT OF EXECUTIVE SESSION
11:59 AM

RECONVENE REGULAR SESSION
12:00 PM

APPOINT TRUSTEE FOR COUNTY

This item is postponed until a later meeting.

DISCUSSION OF BANK BID SPREADSHEET

County Treasurer Melanie Smith and County Clerk Donna Neeley came before the Commission to discuss the
Bank Bid #201304-222. Discussion ensued regarding the security that was required from the banks and the
interest rates that were bid.

RECESS
1:01 PM

RECONVENE
1:06 PM

Discussion continued regarding the details of the Bank Bid. The Commission decided to reschedule the Bank
Bid #201304-222 for a later meeting.
 RECESS
1:26 PM

RECONVENE
1:28 PM

BID RECOMMENDATION #201303-217
DUMP TRUCKS

Randy Haes, Devin Huff, Harlan Collins, and David Stottle, with Road & Bridge, came before the Commission
to discuss Bid #201303-217 for Dump Trucks. Mr. Haes recommends the Commission award Bid #201303-217
to Jenkins Diesel of Springfield, Missouri, for a Western Star 4700 PRL-T truck for $142,791.00 each for a total
of $285,582.00.

Commissioner Strahan moved to accept recommendation by Road & Bridge and award Bid #201303-217 to
Jenkins Diesel Power Center for a Western Star 4700 for $142,791.00 per truck. Commissioner Williams
seconded the motion. The motion passed by vote: Houseman (aye), Strahan (aye), and Williams (aye).

BID RECOMMENDATION #201301-218
SPRAY TRUCK

Randy Haes, Devin Huff, Harlan Collins, and David Stottle with Road & Bridge came before the Commission
to discuss Bid #201301-218 for a Spray Truck. Mr. Haes stated they had received only one bid and that was by
Jenkins Diesel Power Incorporated in the amount of $126,742.00. He recommends the Commission accept this
bid.

Commissioner Strahan moved to accept the recommendation of Road & Bridge and award Bid #201301-218 to
Jenkins Diesel Power Incorporated for a truck in the amount of $126,742.00. Commissioner Williams seconded
the motion. The motion passed by vote: Houseman (aye), Strahan (aye), and Williams (aye).

FILL DIRT AGREEMENT

Randy Haes, Devin Huff, Harlan Collins, and David Stottle with Road & Bridge came before the Commission
to discuss a Fill Dirt Agreement with Travis Wakefield.

Commissioner Strahan moved to approve the Fill Dirt Agreement with Travis Wakefield. Commissioner
Williams seconded the motion. The motion passed by vote: Houseman (aye), Strahan (aye), and Williams
(aye).

FAIRVIEW CHURCH ROAD EASEMENT

Randy Haes, Devin Huff, Harlan Collins, and David Stottle with Road & Bridge came before the Commission
to discuss an easement for Fairview Church Road that would enable the entrance of said road onto Hwy 160 to
be moved.

This item will be turned over to County Legal Counsel to review the next legal steps for this process.

Commissioner Strahan moved to accept the Fairview Church Road Easement granted by James L. and Linda J.
Crossen. Commissioner Williams seconded the motion. The motion passed by vote: Houseman (aye), Strahan
(aye), and Williams (aye).

SUNSET ROAD

Randy Haes, Devin Huff, Harlan Collins, and David Stottle with Road & Bridge came before the Commission
to discuss the widening of Sunset Road due to proposed increased travel. Discussion ensued regarding the
approval process of Planning and Zoning. But at this time the County Commission has no opinion on this
matter. They will wait until the Planning and Zoning Commission make their decision.

Wisconsin Road was discussed due to a low water structure needing improvement. Mr. Haes would like to take
the existing one out and replace it with a culvert, concrete slab, or cut an opening.

RECESS
1:58 PM

RECONVENE
2:00 PM
Discussion ensued regarding the bidding process for heavy equipment by Road and Bridge.

It was noted that Birmingham Road will be complete by midweek, weather permitting.

RECONVENE INTO EXECUTIVE SESSION
2:10 PM

See Executive Session Minutes for actions, if any.

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

OUT OF EXECUTIVE SESSION
2:15 PM

DAILY STAFF REVIEW
(COMMISSION CONFERENCE ROOM)

The Commission met with their staff to review the daily business.

AGENDA REQUEST REVIEW
(COMMISSION CONFERENCE ROOM)

The Commission met with their staff to review agenda requests.

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

ADJOURN
3:37 PM

The minutes were taken and typed by Stacey Clemans, Deputy Clerk.