Commission Minutes

OFFICIAL
AUGUST 29, 2013, 16th DAY OF
THE JULY ADJOURN TERM

The County Commission met in the Commission Hearing Room at 8:25 am with Ron Houseman (present),
Danny Strahan (present), and Brandon Williams (absent). The following proceedings were had and made a
matter of record:

EMERGENCY EXECUTIVE SESSION
PER SECTION 610.021 (3)

Commissioner Strahan moved to enter into Emergency Executive Session per section 610.021 (3).
Commissioner Houseman seconded the motion. The motion passed by roll call vote: Houseman (aye), Strahan
(aye), and Williams (absent).

EXECUTIVE SESSION
8:25 AM

Commissioner Williams entered the meeting at 8:43 am.

See Executive Session Minutes for any motions or actions taken.

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

EXIT EXECUTIVE SESSION
9:03 AM

PRELIMINARY STUDY MEETING

There was no Preliminary Study.

CALL COUNTY COMMISSION MEETING TO ORDER

Commissioner Houseman called the August 29, 2013, meeting to order at 9:06 am.

HVAC “TERM & SUPPLY”
SSP #201308-236

Purchasing Agent Ron Erickson came before the Commission to open Bid SSP #201308-236 concerning HVAC
“Term & Supply”. He presented to the Commission a Sole Source Purchase Declaration Request #201308-236
to declare Temperature Control Company in Springfield, Missouri, as our Term & Supply vendor of choice
specifically and only to handle the HVAC needs for the Taney County Judicial Center including the jail. He
noted this notice has been advertised in both Taney County newspapers as required by state statute.

Commissioner Houseman asked if there were any individuals or vendors present that would like to offer a
response or present themselves as a possible or viable competitor for the services or items discussed here today.
No one presented themselves for comment.

Commissioner Williams moved to declare Temperature Control Company as a Sole Source Provider for
maintenance and repair “Term & Supply” for the HVAC system in the Judicial Facility contingent on a
satisfactorily executed contract. Commissioner Strahan seconded the motion. The motion passed by vote:
Houseman (aye), Strahan (aye), and Williams (aye).

BID RECOMMENDATION
RFB #201307-227 T1/PRI PHONE LINES

Purchasing Agent Ron Erickson and Mark Rys came before the Commission to give formal recommendation
for RFB #201307-227 T1/PRI Phone Lines. They recommend to award to CenturyLink.

Commissioner Williams moved to award RFB #201307-227 to CenturyLink. Commissioner Strahan seconded
the motion. The motion passed by vote: Houseman (aye), Strahan (aye), and Williams (aye).
 BID RECOMMENDATION RFB #201307-228
FOR DEDICATED INTERNET ACCESS (DIA)

Purchasing Agent Ron Erickson and Mark Rys came before the Commission to give a formal recommendation
to award RFB #201307-228 concerning Dedicated Internet Access (DIA). The Commission had questions
concerning this bid and would like to confer with Commission Counsel.

Commissioner Williams moved to table Bid Recommendation for RFB #201307-228 for Dedicated Internet
Access until the Commission can meet with counsel. Commissioner Strahan seconded the motion. The motion
passed by vote: Houseman (aye), Strahan (aye), and Williams (aye).

BID RECOMMENDATION RFB #201307-229
FOR METRO ETHERNET SERVICE

Purchasing Agent Ron Erickson and Mark Rys came before the Commission to give a formal recommendation
to award RFB #201307-229 concerning Metro Ethernet Service to CenturyLink but would first like to visit with
the Commission more on this issue.

Commissioner Strahan moved to table RFB #201307-229 and bring it back up at the same time we bring up the
internet access. Commissioner Williams seconded the motion. The motion passed by vote: Houseman (aye),
Strahan (aye), and Williams (aye).

BID RECOMMENDATION RFB #201307-233
FOR CONSTRUCTION MATERIALS FOR ROAD & BRIDGE

Purchasing Agent Ron Erickson and Road & Bridge Interim-Administrator Randy Haes came before the
Commission to present formal recommendation for RFB #201307-233 concerning construction materials to
Herrmann Lumber Company.

Commissioner Williams moved to award RFB #201307-233 to Herrmann Lumber Company. Commissioner
Strahan seconded the motion. The motion passed by vote: Houseman (aye), Strahan (aye), and Williams (aye).

CHECK FEES

County Treasurer Melanie Smith came before the Commission to discuss check fees. She stated this would be a
blanket approval for the year of 2013 concerning reimbursement of late fees and stop payment fees.

Commissioner Strahan moved to approve the Order for HCH Bank Fees as presented. Commissioner Williams
seconded the motion. The motion passed by vote: Houseman (aye), Strahan (aye), and Williams (aye).

TRANSFER STATION ACCOUNT

County Treasurer Melanie Smith came before the Commission to discuss an account held by the Transfer
Station. She stated that an account wanted to pay as they go until the end of September and pay the delinquent
amount in full then. She asked if there was some way to assess a penalty for paying late

Commissioner Williams stated he would like to see them at least pay something towards the outstanding bill
and charge them an interest fee. Discussion ensued.

The Commission agreed to allow this account holder to pay as they go until the end of September 2013 and then
they will pay the amount past due. The Commission will look at this issue again at that time.

Ms. Smith also notified the Commission about an issue of with bad checks being written to the Transfer Station.
Discussion ensued regarding a penalty amount to be charged. The Commission agreed to set the penalty
amount for bad checks at $15.00.

CARTEGRAPH SOFTWARE & SERVICES PROPOSAL

Randy Haes with Road & Bridge came before the Commission to discuss the Cartegraph software and services
proposal. It has been reviewed by the County Counsel. Discussion ensued regarding what was included in
services. Total cost to the County will be $23,446.00.

The Commission agreed that Mr. Haes would need to meet with County Counsel to go over the wording of the
contract.

Commissioner Strahan asked to table this item until Mr. Haes meets with County Counsel.
Commissioner Williams moved to table this item until a meeting with County Counsel regarding this
agreement. Commissioner Strahan seconded the motion. The motion passed by vote: Houseman (aye),
Strahan (aye), and Williams (aye).

FLASH FLOOD ISSUES

Nancy Ford, Chris Berndt, and Melissa Duckworth came before the Commission to discuss issues with the flash
flooding that occurred in Hollister, Missouri. She stated there had been five floods in five years in the Turkey
Creek Valley. She spoke on how citizens have gone in and removed gravel and such during floods, but that
nothing was being done to remove the additional gravel and trees that are now in the creek. She stated the creek
now appeared to be changing course due to the added vegetation and gravel.

Ms. Ford would like direction on what can be done. Commissioner Strahan spoke concerning past flooding
events and the need for cooperation between the county, cities, and federal agencies on this issue and
regulations that need to be changed concerning taking gravel out of the creeks. Commissioner Houseman stated
that this County Commission wants to work with any municipality that is involved with this event, and
explained he had been in contact with Mr. Ziegenfuss, and Mr. Ziegenfuss is willing to work with the County
any way he can to find some solutions to this issue.

Ms. Duckworth had presented to the Commission earlier that morning information on possible funds available
through the USDA with the “Bank Re-stabilization Plan” and others. We will ask her to look to find those
funds that are out there that would help us meet the challenges we are dealing with.

Mr. Berndt stated that his expertise isn’t in river management but he is in agreement that something needs to be
done concerning the build-up of gravel and vegetation that is carried down into the waterways during heavy
rains that add to the problem of major flooding incidents. Ms. Duckworth stated funding through the USDA for
removal of vegetation within the creek was available, but not for gravel removal within the creek.

Commissioner Houseman told Ms. Ford that they are going to start looking for ways to help. He also asked Ms.
Duckworth to look into what is available and what it can and cannot be used for that the county could apply for
and who we might contact.

Commissioner Williams stated it wasn’t just a funding issue but also a regulation issue. And we need to get our
state and national representatives to get those regulations changed.

RECESS
10:22 AM

RECONVENE
10:30 AM

DAILY STAFF REVIEW AND AGENDA REQUESTS

The Commission met with their staff to review their day’s business and 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
10:59 AM

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