Commission Minutes

OFFICIAL
SEPTEMBER 29, 2014, 24TH DAY OF
THE JULY ADJOURN TERM

PRELIMINARY STUDY

The County Commission met in the Commission Conference Room at 8:00 am with Ron Houseman (present),
Danny Strahan (present), and Brandon Williams (absent).

The Commission met to review the day’s business and County concerns.

Commissioner Williams entered the meeting at 8:59 am.

FORMAL AGENDA

The County Commission met in the Commission Hearing Room at 9:06 am with Ron Houseman (present),
Danny Strahan (present), and Brandon Williams (present). The following proceedings were had and made a
matter of record:

PUBLIC COMMENT

There was no Public Comment today.

CALL TO ORDER

Commissioner Houseman called the September 8, 2014 meeting to order at 9:06 am in the Commission Hearing
Room. Auditor Rick Findley led with prayer and Commissioner Strahan led the Pledge of Allegiance.

COMMISSION REMARKS

There were no Commission Remarks today.

ACCOUNTS PAYABLE

Commissioner Williams moved to approve Accounts Payable as follows: Checks #341253 – 341330.
Commissioner Strahan seconded the motion. The motion passed by vote: Houseman (aye), Strahan (aye), and
Williams (aye).

FILL DIRT AGREEMENT

Road & Bridge Administrator Randy Haes came before the Commission to present a Fill Dirt Agreement with
Bryan Caperton with the location of Bear Creek Rd.

Commissioner Strahan moved to approve the Fill Dirt Agreement by and between Taney County and Bryan
Caperton. Commissioner Williams seconded the motion. The motion passed by vote: Houseman (aye),
Strahan (aye), and Williams (aye).

TAX SALE SURPLUS FUND

County Collector Sheila Wyatt came before the Commission to present a list of purchasers who had a surplus
from the Tax Sale per RSMo 140.230. The sum of the surplus was $101,308.41 and Ms. Wyatt stated letters
had been sent out to the property owners notifying them of the surplus.

Commissioner Williams moved to accept the statement by the County Collector and to approve the amount of
$101,308.41. Commissioner Strahan seconded the motion. The motion passed by vote: Houseman (aye),
Strahan (aye), and Williams (aye).

PERSONNEL POLICY - REVISIONS

HR Director Linda Sorenson came before the Commission to discuss the revisions to the Personnel Policy.
Road & Bridge Administrator Randy Haes, Sheriff Jimmie Russell, and Dawn Bilyeu with Payroll, also joined
the discussion.

Commissioner Houseman read what the changes to the Taney County Personnel Policy would be:
Section 1-6. Political Activity.
Added: “In compliance with State and Federal Law, during the dates and times of “Absentee Voting”,
there is to be no means of political campaigning, i.e. political t-shirts, caps, etc. within 25 feet of the
Courthouse.”

Section 3-13. Positions.
Added: “Full Time Position: A Full Time Employee is typically one that works a 40 hour workweek at
2080 hours annually in each budget year. However, effective 1/1/2014, a Full Time Employee working
a 30 hour workweek at 1560 hours annually is considered a Full Time Employee as well.

Part Time Position: Part Time Employees are budgeted for less than 1560 hours per year.”

Commissioner Houseman explained the changes that were brought down by a change in the Federal
Law as of January 1, 2015.

Section 17-1. Health and Life Insurance.
Added: “became” to the following sentence – Effective 01/01/2014 Employees became eligible for
Medical and Dental and Employee Basic Life Insurance, as well as other Voluntary Coverages, on the
first day of the calendar month following sixty (60) days from date of hire.

Added: “Effective 01/01/2015 Employees that work 30 hours per week will be eligible for full Health
and Life benefits at the same cost as a 40 hour per week Employee. Employees that previously qualified
for the 75/25 cost share health benefits plan, will have their health benefits paid the same as those
working 40 hours per week.”

Section 19-2. County Compensatory Time Policy.
Changed: “Section 35-3” to “Section 31-3” in the following sentence – The Compensatory Time
Acknowledgement is in Section 31 – 3.

Commissioner Houseman explained the thought process behind the “clearing-up” of the Comp Time at
the end of the year. Sheriff Russell stated that there are 3 pay periods this December, he asked if 25%
could be paid out on the last four pay periods and give the employees the chance to save some Comp
Time for snow days up until the last day of December. He then said that for the next year all of their
days off will be renewed and they can use those for snow days after the first of the year.

Ms. Bilyeu asked which year’s budget this payment is to come from. Commissioner Houseman stated it
would be paid out of this year’s budget. She reminded the Commission that only two of the pay periods
in December come out of 2014’s Budget.

Commissioner Williams stated the County needed to make sure there were employees on hand to
complete the work needed and not to be concerned about using up their Comp Time. Discussion
continued regarding the reason behind changing this policy.

Commissioner Strahan stated he believes some employees may hold Comp Time over for the next year
in case there is an emergency and that employees need the added time off. He suggested just keeping
40 hours to carry over, but he also understands about budgeting and scheduling issues.

Assessor Chuck Pennel explained why a previous Commission had adopted the 80 hour limit. And he
stated that he is in favor of leaving the Comp Time as it is currently. Commissioner Williams expressed
his concern on Comp Time being abused.

Commissioner Strahan explained that any Comp Time over 80 hours is automatically paid out. He also
understands wanting to clean the books, and that the Road & Bridge Department and the Sheriff’s Office
will start building up their Comp Time right after the first of the year.

Devin Huff shared an instance about an employee having to use all of the accrued Comp Time plus any
other paid time off they had due to a heart surgery.

Commissioner Houseman stated that near the end of the year there may be several employees taking off,
but the County has to provide services 12 months of the year no matter what. Sheriff Russell stated the
Supervisor/Elected Official can deny requested days off for Vacation/Comp Time if we need them
working.

Commissioner Strahan stated that the employees used to not be able to take Comp Time after a certain
date. Mr. Haes explained that if he knows people are going to be off we schedule our projects around
that time so the work is continuing to get done. Sheriff Russell commended the Road & Bridge on the
tremendous job they are doing in keeping the County Roads cleared.
 Sheriff Russell also offered the suggestion to open up the option to the employees of paying out their
accrued Comp Time for those that want the money.

Harlan Collins inquired if this change will be for just this year of or every year. Commissioner
Houseman stated this Commission couldn’t speak for future Commissions.

Mr. Huff stated he would rather have the time as Comp Time instead of it being paid out. David Stottle
stated that most of his crew use the Time down and there isn’t the concern of them carrying it over. Bob
Atchley wanted to have the Comp Time to carry over just in case there is a situation where they needed
the time. Mr. Haes would like to allow them to build to the 80 hour limit and then everything else is
paid out without the employee having the choice to accrue over the 80 hour limit.

Commissioner Strahan told Ms. Bilyeu to “cut the check” anytime Comp Time goes over 80 hours.

The Commission decided to leave the Comp Time Policy as it currently reads.

Section 26-2. Bereavement Leave.
Added: “(or the spouse’s)” to the following sentence – “Other Family” is defined as the Employee’s (or
the spouse’s) niece, nephew, aunt, uncle, great aunt, great uncle or first cousin.

Commissioner Williams moved to approve the Revision of Policies effective 9/29/2014 which is to the Taney
County Personnel Policy Manual. Commissioner Strahan seconded the motion. The motion passed by vote:
Houseman (aye), Strahan (aye), and Williams (aye).

TAXATION POLICIES, EXEMPTIONS AND COURT ORDERS

Commissioner Houseman explained that contained on “Exhibit E” dated September 22, 2014; there was a Court
Order the Commission needed to address. He also stated that Counsel Pat Keck had filed a “Request for
Review” regarding some of the properties that had been recently exempted by the State Tax Commission and
the Commission needed to decide if they wanted that “Request” withdrawn. Commissioner Houseman then
informed the Commission that Sheila Wyatt stated that once the State Tax Commission hands down an Order
the Taney County Commission has no say in the issue.

Commissioner Williams moved to withdraw the Request for Review to the state tax commission.
Commissioner Strahan seconded the motion. Discussion: Commissioner Strahan said the motion to
“withdraw” doesn’t mean it is an “approval” of this Commission, but a matter of facts that were or were not
presented. The motion passed by vote: Houseman (aye), Strahan (aye), and Williams (aye).

Commissioner Houseman asked County Collector Sheila Wyatt to explain her office’s process at this point.
She said the Funds that are held in a Protest Account until 30 days after a decision is given by the State Tax
Commission. Then on day 31 the funds are released according to the Order. She stated these funds that are in
question will be released in October.

Ms. Wyatt asked if the list she sent the Commission was sufficient, and she will receive another list from the
STC at the end of the month. The Commission stated that yes this list will work.

Commissioner Houseman reiterated that the County Commission has been informed that once the State Tax
Commission gives their Order then there is nothing for the Commission to do on some of these Court Orders
listed on “Exhibit E” but there is an abatement number 20150463 that the Commission needs to vote on.

Commissioner Williams moved to approve abatement number 20150463 as shown on “Exhibit E” dated
September 22, 2014. Commissioner Strahan seconded the motion. The motion passed by vote: Houseman
(aye), Strahan (aye), and Williams (aye).

RECESS
10:20 AM

RECONVENE
10:25 AM

ROAD & BRIDGE UPDATES

Road & Bridge Administrator Randy Haes and Supervisors Devin Huff, Harlan Collins, and David Stottle came
before the Commission to present the following update:

Roads: Estate Drive is open and they are beginning work on Bear Creek (widening along bluff to install
guardrail).
Chip Seal: Chip seal is complete for the year, but they were unable to complete all of the roads on the list.
They will be completed the first part of the season next year.
Equipment: Possible County Equipment Sale – some vehicles, guns, and parts.
Commissioner Strahan said to set a date on a Saturday. Mr. Haes said we are looking at early
November. Commissioner Williams stated to place some items on the Purple Wave. The Commission
directed Mr. Haes and Sheriff Russell to work with Mr. Erickson on this item. The date is set for
November 8, 2014.
Work Schedule: All shop hours will change back to 8 hour work days beginning the week of October 13, 2014.

Commissioner Strahan informed Mr. Haes that the Park Board will need to order some signs.

RECESS
10:39 AM

RECONVENE
10:47 AM

DAILY STAFF REVIEW

The Commission met with their staff to review the day’s business and agenda requests.

RECESS
10:52 AM

RECONVENE
10:58 AM
Discussion continued concerning agenda requests.

Commissioner Williams exited the meeting at 11:20 am for a phone call.

RECESS
11:39 AM

RECONVENE
11:40 AM

Commissioner Williams re-entered the meeting at 11:40 am.

ADJOURNMENT

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

ADJOURN
11:50 AM

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