Commission Minutes

OFFICIAL
AUGUST 22, 2013, 14th DAY OF
THE JULY ADJOURN TERM

The County Commission met in the Commission Hearing Room at 9:03 am with Ron Houseman (present),
Danny Strahan (absent), and Brandon Williams (present). The following proceedings were had and made a
matter of record:

PRELIMINARY STUDY MEETING

There was no Preliminary Study.

CALL COUNTY COMMISSION MEETING TO ORDER

Commissioner Houseman called the August 22, 2013, meeting to order at 9:03 am.

CARTEGRAPH SOFTWARE SERVICE
SSP #201307-234

Purchasing Agent Ron Erickson and Road & Bridge Administrator Randy Haes came before the Commission to
declare a Single Feasible Sole Source Provider. Commissioner Houseman read the following into record:

SSP #201307-234 pursuant to RSMo #34.044 governing declaration of a Single Feasible Sole Source
Provider we are here today to discuss our intentions, as previously advertised in the Taney County
Times and the Branson Tri-Lakes News, as well as posted on our Website, to declare Cartegraph (for:
Operations Management Software) as the Single Feasible Sole Source for said software for our Road &
Bridge Department. This vendor has been the provider of said existing software for Taney County for
several years and now offers an expanded/upgraded version via a required renewal process. Given
these conditions we wanted to alert any possible vendor(s) of our intentions. Our Purchasing
Department has completed documentation to support this declaration with numerous facts, stipulations,
and requirements. I have this document in front of me but also have Mr. Erickson and Mr. Haes here to
share details with us concerning this process.

Mr. Erickson explained the process that was used to determine this would be a Single Feasible Sole Source
Provider. Mr. Haes discussed with the Commission the cost for this program and the contents of the contract.

Commissioner Houseman stated that given the factors as thus presented is there anyone here today to offer a
response, make any comments, or present themselves as a possible viable competitor for the services, or items,
discussed here today and information as listed within these documents?

Commissioner Williams moved to declare Cartegraph the Sole Service Provider for this software contingent
upon a satisfactorily executed contract which will serve to the best interests of Taney County for the agreed
upon contract. Length of term, with other details, will be agreed upon at a later date. Commissioner Houseman
seconded the motion. Mr. Erickson asked if there was anyone present who would like to come forward as a
possible alternative vendor for this product. The motion passed by vote: Houseman (aye), Strahan (absent),
and Williams (aye).

CAPITAL IMPROVEMENTS

Eddie Coxie came before the Commission to discuss capital improvements for the Taney County Regional
Sewer District. Discussion ensued regarding line items within the Sewer District’s budget.

The Commission agreed to allow the Taney County Regional Sewer District to move forward with these
expenditures when they are approved through Accounts Payable.

ASSESSMENT BUDGET

Assessor-Elect Chuck Pennel and County Auditor Rick Findley came before the Commission to discuss the
Assessment Fund Budget. Mr. Pennel is questioning the amount of funds available to fund the Assessor’s
Office and he is requesting the Commission to make available monies needed to fund that office for the month
of September. He has spoken with the State Tax Commission to see how to get the Assessment Funds coming
back to Taney County.

Commissioner Houseman asked what percentage of tax increase the State Tax Commission was requesting to
correct the situation. Mr. Pennel stated a figure was not mentioned.
Commissioner Houseman stated he would work with Mr. Pennel to make the transition for the new County
Assessor as smooth as possible. He also said there were monies in the budget to fund the Assessor’s Office
through this year. Mr. Pennel stated he is asking the Commission to vote today to fund the Assessor’s Office
for the month of September. Commissioner Houseman stated he would feel more comfortable for all three
Commissioners to vote on this. Mr. Findley stated this would be taken care of through Accounts Payable.
Commissioner Houseman asked Mr. Findley to provide the amount of funding the Assessor’s Office would
need per month to operate.

Commissioner Williams asked Mr. Pennel if he had a time frame the monies from the State could be expected
to come. Mr. Pennel stated he wasn’t told of a time-frame.

911 TAX

Chris Berndt, the 911 Advisory Board Chairman; and Tammy Hagler, the 911 Administrator; came before the
Commission to discuss the 911 Tax Proposal. Mr. Berndt stated it had been about six years ago since they came
to speak to the Commission of the decreasing revenue for the 911 System. He explained the process the 911
Advisory Board has completed to get to this point in securing future funding for the 911 System in Taney
County and how they came to the amount of the sales tax was being asked.

Mr. Berndt also spoke concerning the move of employees to the new 911 System Facility, and in so doing some
of the entities would need to hire people to cover the additional work these dispatchers had been doing, such as
the office work for other departments. He said there were some things that could be re-used but the majority of
the equipment was outdated.

The request for this election date was due to having the funding for the 911 System before the current funds run
out. Discussion ensued regarding these issues. Sheriff Russell stated Dispatch, by multi-tasking, has been
completing the warrants, ex parte, computer entries, and validations for the Sheriff’s Office. He informed the
Commission, that due to receiving the warrants they are required by state law to have employees there 24 hours
a day. Sheriff Russell stated that once Dispatch is separated from the Sheriff’s Office he will need to hire staff
to take care of the additional work load that the dispatchers had been doing. He spoke that if this other work
could also be consolidated with other cities, then it would be possible for the County to receive outside funding
from them through agreements with these cities. The Sheriff noted he would need four of the ten employees to
remain in his office.

Discussion ensued regarding a back-up for the 911 System.

Commissioner Houseman opened the floor to the Public for comments:

Rick Ziegenfuss asked the Commission to “not get lost” in the cost of services, but to remember the benefits of
the 911 System. He reminded them this would replace the land-line tax, so those citizens who are currently
paying the 911 Tax on those phones would see a decrease in their bills.

County Clerk Donna Neeley informed the Commission the cost of the November 2013 Election could be
between $25,000 - $30,000, but by waiting until the next April or August Election 911 would be able to share
the costs of the election with other entities that are also running an election during that time.

This item will be scheduled for Monday, August 26, 2013, for a vote.

RECESS
10:14 AM

RECONVENE
10:29 AM

REAL ESTATE CLOSING SERVICES
RFB #201307-231 BID RECOMMENDATION

Purchasing Agent Ron Erickson and Planning & Zoning Administrator Bob Atchley came before the
Commission to present their formal bid recommendation for RFB #201307-231 regarding Real Estate Closing
Services for the 2011 Flood Buyout. The County has received bids from the following: Tri-Lakes Title and
Escrow, Continental Title Company, Meridian Title Company, and Great American Title Company. They
formally request RFB #201307-231 be awarded to Great American Title Company due to cost and referrals.

Commissioner Williams moved to award RFB #201307-231 to Great American Title Company. Commissioner
Houseman seconded the motion. The motion passed by vote: Houseman (aye), Strahan (absent), and Williams
(aye).
 AUTOMATED REMITTANCE SYSTEM
RFB #201307-232 BID RECOMMENDATION

Purchasing Agent Ron Erickson and County Collector Sheila Wyatt came before the Commission to present
their formal bid recommendation for RFB #201307-232 regarding the automated remittance system. The
County has received bids from the following: Tipton Systems, Creditron, RP Solutions, Inc. and RT Lawrence
Corporation. They formally request RFB #201307-232 to be awarded to Tipton Systems due to compatible
cost, their references, and being familiar with the software.

Commissioner Williams moved to award RFB #201307-232 to Tipton Systems Company per recommendation
of the County Collector. Commissioner Houseman seconded the motion. The motion passed by vote:
Houseman (aye), Strahan (absent), and Williams (aye).

EXECUTIVE SESSION
PER SECTION 610.021 (3) (12)

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

EXECUTIVE SESSION
10:53 AM

See Executive Session Minutes for actions, if any.

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

OUT OF EXECUTIVE SESSION
11:35 AM

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

ADJOURN
11:35 AM

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