Commission Minutes

JANUARY 5, 2009 1ST DAY OF
THE JANUARY ADJOURN TERM

9:00 AM Commission meeting called to order by Chuck Pennel, Presiding
Commissioner in Commission Hearing Room

Commissioners Present: Danny Strahan, Jim Strafuss, and Chuck Pennel.

Prayer by: Jim Strafuss

Commissioner Strahan moved to approve the following accounts payable:

Checks #307698 - #307710, #307711 - #307717, #307718 – 307739.

Warrants #4944 - #4945.

Commissioner Strafuss seconded the motion. The motion passed by vote:
Pennel (yes), Strahan (yes), and Strafuss (yes).

Commissioner Strahan moved to approve minutes of 12/17/08 & 12/19/08.
Commissioner Pennel seconded the motion. The motion passed by vote:
Pennel (yes), Strahan (yes), and Strafuss (yes).

BRIDGE REIMBURSEMENT BY FEMA

Chris Bernt stated that the county submitted a claim to FEMA for around
$300,000 and FEMA replied that they thought the replacement was a little too
nice and thought the true cost of the damage that was done was about $120,000.
After a meeting with Frank and John of Road and Bridge, the claim was
resubmitted hoping for about $200,000 for the damage that was done.

Frank Preston said that FEMA only reimburses us to previous existing conditions.
We did an upgrade and box design to speed up construction. FEMA typically
pays only for replacement.

No public appointments.

No reports from elected officials and department heads.

No Public Comment.

Commissioner Pennel introduced Jim Strafuss as new Western Commissioner.

RECESS
9:10 AM.
 RECONVENE
10:30 AM
Commission Planning Session – Commission Conference Room

Commissioners Present: Danny Strahan, Jim Strafuss, and Chuck Pennel.

MINUTE TAKING PROCESS

Commissioner Strahan moved that according to budget talks with Clerks office
that the Commission returns the taking of minutes to the Clerk’s office for the
saving of minutes and the saving of time effective immediately. Commissioner
Strafuss seconded the motion.

There was discussion on guidelines and expectations on minute taking.
Consensus was that the minutes would contain Subject/Title, highlights of
discussions, Motions and votes, and instructions or directions made to
department personnel. The audio files would be the backup source of detail for
the minutes.

The Commissioners asked that since Donna Neeley is the office holder, that the
discussion information be given to her for her agreement and an expected reply
to the Commissioners of the agreement. Also expressed was the performance of
minute taking is tied to the budgeted 5 FTE’s plus 24 hours part time.

Tressa Luttrell has taken the minutes for the executive sessions for 20 years and
keeps the executive session minute book in the commissioners’ office.

Commissioner Strahan moved to amend the motion to leave Exec Session out of
Clerk’s responsibility for 30 days and then re-evaluate the whole minute taking
process. Commissioner Strafuss seconded the amendment. The motion passed
by vote: Pennel (yes), Strahan (yes), and Strafuss (yes).

Commission set the date of Feb 2nd Meeting at 10:30 AM to review the minute
taking performance of the Clerk’s Office.

Commission Strahan made the comment that Tressa has done an outstanding
job in keeping the minutes. Commissioner Pennel agreed.

GOALS FOR 2009
Dreams and Vision – Jim Strafuss

ALTERNATE FUNDING THROUGH GRANTS

In light of Justin Gage’s coalition to raise sales tax to pay for East-West Corridor
road and events center, looking to explore for an internal Grant writing group –
alternate sources of funding. Fixing unsafe roads in front of schools – could be a
factor worth $1,000,000 ($250,000 per school). Professional grant writers
available and usually charge about 10% of grant. Discussion followed
concerning available people, other projects and sources of potential grants.

HR DEPARTMENT vs. BENEFITS ADMINISTRATOR

Discussion on idea of Annual reviews and raises across the board versus merit
raises. Also new ADA requirements – where do we stand on that?

RELATIONSHIPS WITH MODOT – MASTER ROAD PLAN

Would like to have more conversations with MODOT. More roads than just the
east west corridor that may need attention. Would like to see a task force to help
identify areas that need improvement. Mass transportation plan. Also Mass
Transit plan. Bridge option – county has 5.1 Million – in light of possible
economic stimulus package coming by federal government – would it cut back or
eliminate that commitment.

Commissioner Pennel suggested that might start with transportation board and
Frank Preston. Commissioner Strafuss to get with Frank to have meetings.
Commissioner Strafuss would like to look at 10 road options. MODOT
could/should help us with that. Dan Watts SWMCG (South West MO Council of
Government) works with MODOT as well.

Commissioner Strahan stated that we need to alternate members on boards so
they get into something fresh.

IDA – WORK SESSION

Expectations – deliverables – retreat at Hawthorne Bank on 1/12/09 from 12 to 2.
IDA is hoping for feedback and suggestions from the commission.

Commissioner Strahan stated that accountability is important due to financial
situation in the county.

Commissioner Strafuss said it is good to bring in boards to the Commission to
help with accountability.

MORNING COMMISSION MEETINGS

Public comments section in all meetings? Is that the proper procedure in
meetings?

Commissioner Pennel said that other than the Monday Meetings, we usually
don’t have an agenda. Always been pretty informal, but subject to postings.
Commissioner Strafuss asked if it is OK to let public have 2-5 minutes to state
their case, but without Commission comment ask if they wish to post for another
meeting. Commissioner Pennel thinks 2 minutes is a good amount of time. We
presently have a form to request something to be on the agenda for the Monday
Meeting. Generally needs to have a commissioner sponsor an agenda item.
Friday agenda review is where items are considered to be placed on the agenda.
Item is on unless commission votes not to put on the agenda.

MONDAY MORNING COMMISSION MEETING – MAYBE MOVING IT?

Wednesday always seems fuller. Mondays, people just coming off weekend or
holiday – would like to see about possibility of moving to midweek.

Commissioner Strahan stated he would be open to review. Would like to see
staff meetings moved from Wednesday afternoon to Mondays so they have their
agenda for the week. Would like to block out a “Staff Meeting” and let
Administrative Assistants schedule staff within that block of time.

Commissioner Strafuss would like to see county meetings on Monday,
Wednesday, and Friday and leave Tuesday and Thursday for meeting in districts
with boards and constituents.

CONTINUING BUDGET REVIEW

Commissioner Strahan would like to have budget meeting on Wed at 1:30 to see
sales tax numbers from Treasurer Helen Soutee.

Auditor Rick Findley stated that the budget needs to be finalized on 1/28/09. In
order to do that, the Budget needs to be ready for public review on 1/15/09.
Public hearing is on the 28th when it will be finalized. Auditor Findley will put the
public notice in the paper for 1/28/09 at 9AM.

Commissioner Strahan said we haven’t looked at transfer station budget
improvements of 600K rollover. May need to move to GCR if not going to do it.

Commissioner Pennel concern about deficit budgeting and would like to look at
fund balances that deficit could come out of. What-if scenarios need to be
looked at. How long would those funds cover the budget deficit? Also on a
positive note, we need to talk about the good things that are happening.

Commissioner Strahan stated that we have enough Road and Bridge people that
maybe we could do a lot of the east west corridor ourselves to stimulate our own
economy.
 RECESS TO
1:00 PM.
RECONVENED
1:00 PM

Bob Paulson Work Session with Commission

Commissioners Present: Danny Strahan, Jim Strafuss, and Chuck Pennel.

BOB’S LIST

Some of the items are STC appeal, JCM realty, Gilmore & Bill legal description,
Branson Manor State Tax Commission appeal, Sales tax interest opinion,
Liability Memo for Sewer Board, Fencing road question. Coroner’s Salary
question. State tax commission – status conference in February among others.

Concerning the case with the State Tax Commission and the Assessor, Taney
County Commission’s position is either work out the compromise, or go to trial.
Bob will present that in the judge’s status conference.

Commissioner Pennel asked do we budget to fund the assessor’s office if the
State doesn’t come through? Discussion followed.

Fence built by property owner on county right of way. Letter needs to go to
owner that Frank Preston will take the fence down unless owner takes it down.

Commissioners directed Bob to send the letter.

Several roads were discussed that have similar issues. Commission discussed
taking a road trip and look at all of them.

Contract for sewer district issue on wash out repairs – need letter for easement.

Senate Bill 711 – Assessor concerned about impact on 1st class county.

Instructed Bob Paulson to call MAC to see if they are working on Senate Bill 711
impact.

Other items on Bob Paulson’s list include, Sewer collections cases, water district
issue P&Z application, Old county clerk’s old building – purchase option, Justice
dog case is coming up – 1/22/09 dog bit jogger – viciousness of dog,
Holiday sheriff’s pay question, Wolf Mundell road issue.

Commissioner Strahan asked if we need to consider some outside help for bob’s
list? Tentative budgeted $50,000 for 2009.
Commissioner Strahan asked Bob Paulson to select from the list, 5 top priorities
and 10 of those that could be sent outside to someone else.
MAINTENANCE DEPARTMENT OPERATIONS

Question from Renee Brusca on rented Scaffolding, do we need to continue or
return the scaffolding for now?
Commissioner Pennel asked Nikki to call Renee and have scaffolding returned.

Commissioner Pennel moved to go into executive Session per section 610.021.3
at 1:52 PM. Commissioner Strafuss seconded the motion. The motion passed by
vote: Pennel (yes), Strahan (yes), and Strafuss (yes).

EXECUTIVE SESSION
1:52 PM

RETURN FROM EXECUTIVE SESSION
2:40 PM

Frank Preston & Tressa Luttrell – Work Session with Commission

FENCE IN ROAD RIGHT OF WAY
A discussion was held concerning sending letter to property owner that built a
fence on the right of way. Bob Paulson instructed to send a letter that owner has
7 days to remove fence or Road and Bridge will remove from the right of way.

CASEY ROAD – LADONNA ANGEL

The commission discussed with Road and Bridge the concern by LaDonna Angel
about the driveway. Frank Preston was instructed to present a compromise that
the county would pay for the concrete if property owner would furnish all labor
and forms.

BACK WOODS OFF OF DOUBLE O

Randy Haes asked to take a new video and present to commission for further
consideration. Randy also asked to call property owner and tell him that a new
video is being taken back to the Commission to review

TABLING ROAD PETITIONS – PROCEDURE?

Frank Preston instructed to bring back to commissions group of tabled road
petitions.

TRANSFER STATION PERSONNEL MEETING
Frank Preston reported that the Transfer Station personnel would like to have a
meeting with the commission. The Transfer Station was under Commissioner
Ron Herschend, but meeting was not held before Ron left. DNR quarterly report
coming due on the Transfer Station. Some of the issues include hard hats;
orange vests, record keeping change, and storm drain management issues.
Other issues include stagnant water standing on pad by office and Hours of
operations including Saturdays.

OTHER ITEMS

At Frank Preston’s request, the commission asked Frank to talk to Gary Morgan
and then stub up conduit pipes and then backfill hole with flowable fill.

Toilet paper and towel charges for Road and Bridge Buildings are being moved
from maintenance to Road & Bridge budget.

There is evidence that the drainage behind new jail facility is doing damage down
the hillside and running into the road.

Karen Custer works at the scale house. During a recent storm, wind caused a
sign to blew off the building and the sign struck her car. About $1200.00
damage. We have a $1,000 deductible on the insurance. If it is that close to the
deductible, should the county elect to pay the claim and not turn in to insurance
company?

On Acacia Club Road, we have 2 bids on the fence. Paper work should come in
for about $4,200.00.

Frank Preston presented the new Right of Way Press release. Commissioner
Strafuss requested that a date be put in a footer or version number so if there is
a revision, the documents can be distinguished.

Commissioner Strafuss asked Frank to email the document to Nikki to include in
road packet and to Commissioner Strafuss for his file.

TRESSA LUTTRELL ITEMS

Tressa asked a question on the chip and seal-repaving machine. Are we going to
repair? Frank’s recommendation is to purchase a new or near new machine. If it
is done on a MODOT bid, there will be no trade in. Frank asked what do we do
with the old machine? Frank said there is a 60-90 day delivery. He also stated
that there are 2 machines on lot in Illinois that could be here in 30 days.

Commissioner Pennel moved to reject repair bids. Commissioner Strahan
seconded the motion. The motion passed by vote: Pennel (yes), Strahan (yes),
and Strafuss (yes).
There are Only 3 manufactures of Chip spreaders in US according to Frank
Preston.

Commissioner Pennel moved to proceed with MODOT bid to see if it is valid.
Commissioner Strafuss seconded the motion. The motion passed by vote:
Pennel (yes), Strahan (yes), and Strafuss (yes).

Tressa will send an email to association to see if any county has an extra one to
sell.

Frank Preston to ask Rex if it is worth flushing out the old machine to see if it
would work?

On the problem of the Signal light on the generator, Frank Preston reported that
Western Fire has a cheap fix. The Commission asked Tressa to try to stop the
other vendor repair job.

The commission took a nuisance ordinance phone call and Commissioner
Strafuss will call complainant back and schedule a visit.

Board appointments

Commissioner Strahan moved that the commission appoint Jim Strafuss to fill
position on MAC Board Representative. Commissioner Pennel seconded the
motion. The motion passed by vote: Pennel (yes), Strahan (yes), and Strafuss
(abstained).

Commissioner Pennel would like to see the MAC board look at having a meeting
in Branson.

Commissioner Strafuss made contact with an Alltel Rep about reducing
expenses and has a meeting tomorrow morning.

MEETING RECESSED
4:22 PM

Jim Yust, Deputy Clerk, typed minutes.