Commission Minutes

OFFICIAL
COMMISSION MINUTES
SEPTEMBER 24th, 2018 14th DAY OF
THE JULY ADJOURN TERM

PRELIMINARY STUDY
The County Commission met in the Commission Conference Room at 8:36 a.m. with Mike
Scofield (present), Brandon Williams (absent), and Sheila Wyatt (present).

The Commission met to review the day’s agenda.

RECESS
8:45 a.m.

RECONVENE
9:00 a.m.

PUBLIC COMMENT
Marcia Schemper-Carlock

CALL TO ORDER
Presiding Commissioner Scofield called the Commission meeting to order at 9:04 a.m.

FORMAL AGENDA
The County Commission met in the Commission Hearing Room with Mike Scofield (present),
Brandon Williams (present), and Sheila Wyatt (present).

COMMISSION REMARKS
Commissioner Wyatt wanted to acknowledge and thank the Planning and Zoning Administrator
Scott Starrett and John Soutee the County’s Environmental Specialist for having the County logo
on so that way when they go to a site the public knows they are out doing their job.

APPROVE ACCOUNTS PAYABLE
Commissioner Williams moved to approve Checks #451636 thru #451703, Warrant #7067, and
one Journal Entry. Commissioner Wyatt seconded the motion. The motion passed by vote:
Scofield (aye), Williams (aye), and Wyatt (aye).

APPROVAL OF PREVIOUS MEETING MINUTES
Commissioner Williams moved to approve Regular Session Minutes dated September 17, 2018.
Commissioner Wyatt seconded the motion. The motion passed by vote: Scofield (aye), Williams
(aye), and Wyatt (aye).

Commissioner Williams moved to approve Regular Session Minutes dated September 10, 2018.
Commissioner Wyatt seconded the motion. The motion passed by vote: Scofield (aye), Williams
(aye), and Wyatt (aye).

Commissioner Williams moved to approve Executive Session Minutes dated September 17,
2018. Commissioner Wyatt seconded the motion. The motion passed by vote: Scofield (aye),
Williams (aye), and Wyatt (aye).

0 ' 327
Presiding Commissioner f / f A Eastern Commissioned - U .Y Western Commissioner )
CITY OF HOLLISTER REQUEST FOR FUNDING - ASHLEY SQUARE LIFT
STATION REHABILITATION PROJECT
John Soutee, Taney County Environmental Services Project Coordinator, and Terry Brasher,
City o f Hollister Public Works Supervisor, came before the Commission to request funding for
the Ashley Square Lift Station Rehabilitation Project in the City o f Hollister.

IN TE R -G O V ER N M E N TA L FUNDING A G R E E M E N T
B E T W E E N
T A N E Y C O U N T Y , M IS S O U R I
AND
T H E C IT Y O F H O L L IS T E R
A S H L E Y S Q U A R E L IF T S T A T IO N R E H A B IL IT A T IO N P R O J E C T

T H I S A G R E E M E N T is m a d e a n d e n te re d in to b e t w e e n T a n e y C o u n t y , M is s o u r i
(h e r e in a ft e r r e fe r r e d to a s “ C o u n t y ” ) a n d the C it y o f H o llis t e r (h e r e in a ft e r r e fe rre d
to a s “ C i t y ” ).
W IT N E S S E T H :

W H E R E A S , th e C o u n t y is a p o lit ic a l s u b d iv is io n o f the State o f M i s s o u r i ; a n d

W H E R E A S , the C it y is a p o lit ic a l s u b d iv is io n o f th e State o f M i s s o u r i ; a n d

W H E R E A S , p u r s u a n t to s e c t io n 7 0 .2 2 0 R S M o , th e C o u n t y a n d C it y a re
a u t h o r iz e d to en te r in to a g r e e m e n t s f o r the p la n n in g , d e v e lo p m e n t , c o n stru c tio n ,
a c q u is it io n o r o p e r a t io n o f a n y p u b li c im p r o v e m e n t o r fa c ilit y , o r f o r a c o m m o n
s e r v ic e ; a n d

W H E R E A S , p u r s u a n t to th e a b o v e stated a u th o rity the C o u n t y m a y en ter into
a g r e e m e n t s f o r th e p u r p o s e o f m a k in g im p r o v e m e n t s to s e w e r s y s te m s w it h in
T a n e y C o u n t y t h r o u g h p r o je c t s u t iliz in g e x p e n d it u r e s o f Sev/er S a le s T a x F u n d s
(h e r e in a ft e r “ S e w e r S a le s T a x ” ) ; a n d

W H E R E A S , th e C o u n t y s h a ll o v e r s e e s e w e r s a le s t a x fu:.~ds w h i c h m a y b e mE-.de
a v a i la b le f o r u s e in a r e a s o f T a n e y C o u n t y to fin a n c e c a p ita l im p r o v e m e n ts to th eir
’ w a s t e w a t e r in fra s tru c tu re . It h a s b e e n d e te rm in e d that the P r o je c t ( A s h l e y S q u a r e
L i f t S ta tio n R e h a b ilit a t io n P r o j e c t ) is fe a s ib le a n d m e e ts th e c rite ria n e c e s s a r y
u n d e r th e S e w e r S a le s T a x G u id e lin e s . Tlr.is o r o j . i c t wij.?. prpvZc". 2 "ctr n t g r a i .e r to
t h e l i f t s t a t i o n t h a t w f i l i m p r o v e f:he p c ' ' o r : . a i c e a n d operauio:.i£j; ^ S c i e n c y ©;T
t h e f a c i l i t y . U p g r a d e s tc b e i r a i 'i ; h : x : r.g l: ;l ic 7 - o j e c ' in c l- i Je i h s ::o F;'jw i-;g:

1. Installation o " new d isc'iarge p iping, chc'ik valves a;nd g e it valves.
2 . Installation o f C~wo n a . v B a rn e s 7 .5 h.p l i f t j u n r s .
3 . E lectrical m odifications as ne:ess?i~' to a c c o r jx c c ’.Ktc j e w l- 'S ': \rum-vs.

N O W , T H E R E F O R E , th e C o u n t y a n d C it y , in e x c h a n g e fo r th e m u tu a l
o b lig a t io n s a n d c o v e n a n t s c o n t a in e d h e re in , a g r e e a s f o l l o w s ;

T h e W h e r e a s c la u s e s a b o v e a re f u lly in c o r p o r a t e d h e r e in a n d c o n s id e r e d a
p a rt o f th is A g r e e m e n t .

I. Scope c f A greem en t

A . T h e C o u n ty A g re e s:

1. T o p r o v i d e f u n d i n g f o r th e A s h l e y S q u a r e L i f t S ta tio n R e h a b ilit a t io n
P r o je c t u p to $ 4 5 ,0 0 9 .7 6 . N o a d d it io n a l S e w e r S a le s T a x fu n d s a b o v e that
sta te d in th is a g r e e m e n t w i l l b e a llo c a t e d to th e P r o je c t w it h o u t p r i o r
w r it t e n a p p r o v a l f r o m th e C o u n t y C o m m i s s i o n p r i o r to a n y a d d it io n a l
w o r k b e in g p e rfo rm e d . '

2. U n l e s s a n in v o i c e r e q u ir e s im m e d ia t e p a y m e n t u n d e r th e te rm s o f the
P r o je c t c o n t r a c t o r d u e to a n e m e r g e n c y , th e C o u n t y w i l l p a y th e C it y , b y
th e fift e e n t h o f e a c h m o n t h , f o r a ll i n v o i c e s r e c e i v e d a n d r e m a in in g
u n p a id o n th e P r o je c t s in c e th e C o u n t y ’ s la s t m o n t h ly p a y m e n t , w h i c h
h a v e b e e n a p p r o v e d b y th e C i t y ’ s R e p r e s e n t a t i v e .T h e in v o ic e s m u s t b e
p r e s e n t e d to th e C o u n t y C o m m i s s i o n , f o r its a p p r o v a l, at le a s t fo u r t e e n
d a y s p r i o r to p a y m e n t . A l l i n v o i c e s m u s t m e e t a ll a p p lic a b le l a w s ,
r e g u la t io n s a n d r e q u ir e m e n t s b e f o r e th e C o u n t y is o b li g a t e d to is s u e
p a y m e n t.

3. T h a t th e T a n e y C o u n t y E n v ir o n m e n t a l S e r v i c e s P r o je c t C o o r d in a t o r w i l l
r e v i e w th e f in a l P r o je c t p la n w i t h th e C i t y a n d v e r i f y f o r th e C o u n t y
C o m m i s s i o n th at th is P r o je c t m e e ts th e c r it e r ia n e c e s s a r y to b e fu n d e e ,
t h r o u g h th e S e w e r S a le s T a x . T h e C o u n t y E n v ir o n m e n t a l S e r v ic e s P r o je c t
C o o r d in a t o r w ill re v ie w P r o je c t r e p o r t s s u b m it t e d b y th e P r o je c t
R e p r e s e n t a t iv e , a n d a p p r o v e d b y th e C i t y R e p r e s e n t a t iv e , to e n s u r e th e
P r o je c t is s a t is f a c t o r ily c o m p le t e d .

4. T h a t th e T a n e y C o u n t y S n v i r c n m e n t a l S e r v i c e s P r o j set C o aator V/:;ll
r e v i e w w r it t e n p r o g r e s s r e p o r t s s u b m it t e d b y th e P r o je c t R epveser.ts.tive,
a n d a p p r o v e d b y th e C i t y ~v.epresente.tive, o n s. .m o n th ly b a s is .

5. T h a t th e T a n e y C o u n t y 3 :a v i:ro n m e n ta l C e r v ic e s P r o je c t C ocvdir.E .tcr w i l l
r e v i e w a ll P r o je c t i n v o i c e s a n d p r o v i d e t im e ly w r it t e n E.pj.ro’ 'a l t b b e
s u b m it t e d to th e C c u n t y C o m m i s s i o n c o n f i r m i n g ths.i th e w o r k h a s b e e n
c o m p le t e d .

6. T h a t th e T a n e y C o u n t y 3 :.iv iro rlm e n ta i S e r v i c e s P r o je c t C o o r d in a t o r w i l l
c d v i s e th e C c u n t y C o m m i s s i o n in w r i t i n g i f s e d i t i o n s ! S e w e r S a le s T a x
fu n d s w i l l b e n e e d e d to c o m p le t e t'r.e P r o je c t , c.nd s h a ll a s s is t the C it y in

328
Presiding C om m issioner^^^; Eastern Commission^ V, j Western Commissioner
 requesting from the County C om m ission a written order, on the record,
a p p rovin g the additional S ew er Sales T a x funds needed.
B . T h e C ity A grees:
1. U p o n receipt o f the C ou n ty’ s written approval o f the Project, the C ity
shall proceed w ith the steps necessary to oversee and com plete the
Project.
2. T o p ro vid e the T a n ey County E nvironm ental S ervices P ro ject
C oord in ator and the C om m ission w ith written m onthly reports to ensure
the P ro ject is bein g satisfactorily com pleted.
3. T o ad vise the T a n ey County Environm ental Services P ro ject Coordinator
and the C om m ission in w ritin g i f additional S ew er Sales T a x funds w ill
be needed to com plete the Project. T h e C ity shall obtain the County
C o m m is s io n ’ s written order, on the record, p rior to the w o rk b ein g
p erfo rm ed w h ich requires additional com pensation to be paid in excess o f
the funds recited in Section I (A ).
4. T o in form the Contractor in its initial contract, that no additional m oney
a b o ve the amount stated in the contract w ill be allocated to the Project
w ith ou t p rio r written approval from the County C om m ission prior to any
additional w o rk b ein g p erform ed fo r w h ich paym ent o f additional m oney
is requested.
5. Subm it in voices generated by the P ro ject to the T an ey County
E nviron m ental S ervices P ro jec t C oordinator fo r submission to the
C om m ission .

II. T e rm
T h is A g re e m e n t shall becom e e ffe c tiv e upon execution b y the parties, the
passage o f any ordinances and/or resolutions as m ay be required to approve o f this
A g ree m e n t shall be the responsibility o f each party and shall be adopted in advance
o f executin g the A greem en t. T his A g ree m e n t shall rem ain in full fo rce and e ffe c t
until the P ro jec t is complete;, but no later than N o v e m b e r 10, 2018, unless
term inated earlier in accordance w ith the terms hereof. In the even t o f delay
resulting from interrupting weather conditions, strikes, m aterial shortages or supply
delays, or other unforeseen acts o r conditions uncontrollable by any o f the parties,
the C ity shall com m unicate such in w ritin g to the County w ith supporting
docum ents so that the C ounty m ay r e v ie w the circumstances o f the delay and
ap p rove an extension o f the deadline fo r the Project.

III. T erm ination
I f the City believes that the Project contemplated in this Agreem ent should
not go forward because the Project is no longer feasible, the City may request that
the Agreem ent be mutually terminated; which mutual termination request shall be
in w riting and shall not be unreasonably withheld by the County. Further, any
such termination o f the Agreem ent is without prejudice to any Obligations or
liabilities o f any party already accrued or incurred prior to such termination.
H ow ever, failure o f the City to fu lfill its obligations under this Agreem ent in a
satisfactory manner shall constitute a breach o f contract and the County shall have
the right to terminate the agreement after givin g the City 30 days written notice o f
any breach in the C ity ’ s fulfillm ent o f the requirements outlined in the Agreement.
In the event that the recognized deficiency has not been cured within said 30 day
period, this Agreem ent shall be terminated unless additional time is mutually
agreed upon, in writing, to cure said breach. In the event this Agreem ent is
terminated by failure o f the City to perform its obligations under this Agreement,
the C ity shall return all money or proceeds to the Sewer Tax Account which were
expended on the Project but which did not benefit or improve the C ity’ s sewer
system, and therefore, do not com ply with the capital improvement requirement for
expenditure o f the Sales Tax funds.

IV . A m en dm ent
Amendments to this Agreem ent may be proposed-by either party upon
written notice to the other party. H ow ever, such amendments shall become
effective only upon execution by both parties hereto.

V. N otices

A n y notices required hereunder shall be addressed as follow s:

TO COUNTY:
M ik e Scofield, Presiding Commissioner John Soutee
Taney County Missouri TCES
P.O. B o x 1086 P.O. B o x 944
Forsyth, M O 65653 Forsyth, M O 65653
 W ith C o p y to: T o City:
Shanna T ille y B rid get Epps, C ity clerk
C om m issioners Assistant C ity o f H o llister
P.O . B o x 1086 P.O. B o x 638
Forsyth, M O 65653 H ollister, M O 65672

V I. Allocation o f Liability

T h e C ounty and C ity agree that each party w ill assume its o w n lia b ility for
all claim s, judgm ents, causes o f action, damages, and expenses o f whatsoever
nature incident to, or resulting from , each en tity’ s individual activities or required
perform ance o f the terms o f this A g ree m e n t or liab ility, dam ages and expenses
arising out o f perform ance o f the obligation s stated in this A g reem en t o r the sew er
im provem en t Project.

V II. A ttorn ey Fees j

In the even t o f any lawsuit or legal action to en force or interpret any
p ro visio n o f this A greem en t, the p reva ilin g party is entitled to recover, in addition
to other costs, reasonable attorney fees in connection w ith the lawsuit, legal action,
or arbitration, and in any appeals. T h e determ ination o f w h o is the p revailin g party
and the amount o f reasonable attorney fees to be paid to the p rev a ilin g party w ill
be decided b y the court or courts, including any appellate courts, in which the
matter is'u ltim ately and fin a lly decided, w ith no further appeal.

V I I I . Indemnity/ L iability Insurance

W ith ou t lim itin g any other obligation s under this A g reem en t,'th e City shall
secure and m aintain at its c w n in dividual cost, throughout the duration o f this
A greem en t, lia b ility insurance o f such type and in such amounts as m ay be
necessary to protect them and the interests o f the County against all risks o f loss
and lia b ility w h ich m ay arise cut o f the C ity ’ s perform ance o f this Agreem en t, or
the P ro ject to be funded by this A g reem en t, including but not lim ited to general
liE.b-.lity coverage, w ron gfu l term ination, em p loyee rights under federal or state
statutes, or M isso u ri com m on law .

In no even t shall the language or requirem ents o f this A g ree m e n t constitute
o r be construed as a w a iv e r or lim itation o f the C ou n ty’ s, the C ity ’ s rights or
defenses w ith regard to each en tities’ applicable sovereign, governm ental or
o ffic ia l im m unities c.nd protections as p ro vid ed by federal and state constitutions,
statutes, and laws.

In the event that ary lawsuit based upon a claim, action, loss, cost, expense
or damage arising out o f the Project contemplated in this Agreement is filed
against the County based on the City’ s actions, the City shall defend and indemnify
the County, its elected officials and employees at its sole cost and expense;
provided that the County retains the right to participate in such suit, at its expense.
I f any question or interpretation o f law is involved, the County may, at its expense,
participate in and prosecute or defend such action. I f final judgm ent be rendered
against the County or its officers, agents or employees, finding then liable for the
sole and direct actions o f the City, then the City shall satisfy the aarr.e in full.

This Project is not a joint venture or undertaking and the County shall not be
responsible for the City as agents o f the County, nor shall the C i.y be responsible
for the County’ s actions.

IX . iyiiscellanecuG

A. The parties agree that they are not entering into a legal partnership, joint
venture or other such arrangement, nor is it the purpose c f the parties to
enter into a commercial undertaking fcr monetary gein. ITothir.g in this
Agreement shall be construed tc plao^ a financial co_rim::rner_t cr obligation
upon the parties except as herein provided or as emended by vx.anirnous
written agreement.

B. The officials executing this Agreement hereby represent and warrant that
they have full and complete authority to act on behalf o f th e County and City
respectively to enter into this agreement, and that the terms and provisions
hereof constitute valid and enforceable obligations o f each.

C. N o transfer or assignment o f this Agreement, or any part hereof or interest
herein, shall be made ur.less all c f the parties unanimously approve such
transfer or assignment in writing.

D. This Agreement constitutes the entire agreement-between ths patties. There
are no understandings, agreements, cr representations, era.', cr v'ritten, not
specified
T-
withm this Agreement.
w

330
Presiding Commissioner/ ^ ^ ; Eastern Commissioner ^ / ); Western Commissioner
 I N W IT N E S S W H E R E O F , the parties have caused this Agreem ent to be executed
on the dates set opposite the signatures o f their respective authorized
representatives.

County o f Taney, M issouri

B y: Date: 9£<////
M ik e S cofield, P r ^ id in g
C om m issioner o f Tan ey County

A T T E S T : I, Donna N e e le y , the Clerk o f the Tan ey County Com m ission hereby
attest that the above agreement was executed by the Taney County Presiding
Com m issioner M ik e S cofield , pursuant to a duly passed m otion o f the Taney
County Com m ission approving the agreement.

D a te :___ / / ST

C E R T I F I C A T I O N O F T A N E Y C O U N T Y A C C O U N T I N G O F F IC E R

The undersigned, as Budget O ffic e r and Accounting O ffic e r fo r the County o f
Taney, State o f M issouri, hereby certifies, pursuant to Section 50.660 R S M o, that
there is a balance otherwise unencumbered in the county treasury to the credit o f
the appropriation to which the financial obligation im posed upon the county by this
Agreem en t is to be charged, and there is a cash balance otherwise unencumbered
in the county treasury to the credit o f the fund from which payment is to be made,
when taken together w ith expected revenues from the sewer sales tax, each
sufficient to m eet the obligation incurred by this Agreem en t for the City o f
H ollister’ s A s h ley Square L ift Station Rehabilitation Project.

Date: 9 '- ''^
R ic k Findley
Tan ey County A u ditor

City o f H ollister

■ fy) J Date: 4- [j
David G. Tate, Mayor

A T T EST : I, Bridget Epps, the City Clerk for the City of Hollister, hereby attest
that the above Agreement was executed by the Mayor o f the City of Hollister,
pursuant to a duly passed motion of the Board of Aldermen approving this
Agreement.

1 Date: < K -/?
Bridget Epps, City Clerk

•So.-
;tj.' ._
APPROVED AS TO FORM: U SEAL y
m ..

Date: ^ - 6 "/ ?
Attorne^for Cityrof Hollister

4Li.L Date: fir- 2-7- I K
Attomey for Taney County

Presiding Commissioner Eastern Commissioner ^ ^ j Western Commissioner _7
Commissioner Williams moved to approve the city o f Hollister request for the Ashley Square
Lift Station Rehabilitation Project by and between Taney County and the City o f Hollister.
Commissioner Wyatt seconded the motion. The motion passed by vote: Scofield (aye),
Williams (aye), and Wyatt (aye).

BID RECOMMENDATION FOR AUTO BODY REPAIR SERVICES #201808-416
Ron Erickson, Taney County Purchasing Advisor, and Devin Huff, Taney County Road and
Bridge Administrator, came before the Commission to present the Bid Recommendation for
Auto Body Repair Services.

Commission Williams moved to award Bid #201808-416 to Jim ’s Auto Body as the primary.
Commission Wyatt seconded the motion. The motion passed by vote: Scofield (aye), Williams
(aye), and Wyatt (aye).

Commission Williams moved to award Bid #201808-416 to Kivett’s Body Shop as secondary.
Commission Wyatt seconded the motion. The motion passed by vote: Scofield (aye), Williams
(aye), and Wyatt (aye).

CORONER’S DISCUSSION - LAGERS/CERF
Tony Mullen, Taney County Coroner, and Stephanie Spencer, Taney County Deputy Clerk,
came before the Commission to ask that the former resolution regarding LAGERS be reinstated.

Dawn Bilyeu, Accounts Payable and Payroll Administrator, joined the Commission to answer
some questions.

No motions were made but the Commission will have the County Attorney look over the old
resolution before reinstating it.

TANEY COUNTY PERSONNEL POLICY - AMENDMENT #2018-02 (13-3 AND 13-10)
Ruth Denham, Human Resources Administrator, came before the Commission to present the two
amendments to the Personnel Policy. Both amendments fall under the substance abuse policy.

Devin Huff, Taney County Road and Bridge Administrator, joined the discussion to answer a
question.

Commissioner Williams moved to approve the amendment to the Taney County Personnel
Policy Manual #2018-02 which adds to sections 13-3 and 13-10. Commissioner Wyatt seconded
the motion. The motion passed by vote: Scofield (aye), Williams (aye), and Wyatt (aye).

MODOT MONTHLY UPDATE
Update did not take place.

RECESS
9:27 a.m.

RECONVENE
10:14 a.m.

ROAD & BRIDGE ROUND TABLE DISCUSSION
(Taney County Commission Conference Room)
Present: Presiding Commissioner Scofield, Commissioner Wyatt, Devin Huff, Denzil Brown,
Larry Henderson with Hartman and Co., and Spencer Jones and James Sutton with Great River
Engineering.

Commissioner Williams entered the meeting at 10:16 a.m.

The Commission discussed the Agreement with the Corp o f Engineers for the expected date of
completion for the Coon Creek Bridge project.

RECESS
11:27 a.m.

Presiding Commissioners & f d ; Eastern Commissioner ^ [x j Western Commissioner- ^ )>
RECONVENE
11:41 a.m.

Devin and Denzil left the meeting at 11:52 a.m.

DAILY STAFF REVIEW AND AGENDA REQUEST
Present: Presiding Commissioner Scofield, Commissioner Wyatt, Commissioner Williams, and
Shanna Tilley

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

ADJOURNMENT
Commissioner Williams moved to adjourn. Commissioner Wyatt seconded the motion. The
motion passed by vote: Scofield (aye), Williams (aye), and Wyatt (aye).

ADJOURN
12:07 p.m.

The Minutes were taken and typed by Deputy Clerk Ally Clemans.

9 O 333
Presiding Commissioner/ ? ^ ^ ; Eastern Commissioner ^ Western Commissioner
 This page left blank intentionally.

Presiding Commissioner Eastern Commissioner^ . ; Western Commissioner