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BOARD OF COUNTY COMMISSIONERS MONTGOMERY COUNTY, KANSAS OFFICIAL MINUTES
April 14, 2003 The Board of County Commissioners, three members and the County Clerk present, met in regular session at 9:00 AM.
******** CALL TO ORDER: Commissioner Taylor. INVOCATION: Commissioner Mattix. PLEDGE OF ALLEGIANCE: Commissioner Hey. AGENDA APPROVAL: ACTION: A motion was made by Commissioner Hey to approve the agenda as amended. The motion was seconded by Commissioner Taylor. ROLL CALL VOTE – Commissioner Taylor - Yes Commissioner Hey - Yes Commissioner Mattix - Yes
******** APPROVAL OF MINUTES: ACTION: A motion was made by Commissioner Hey approve the minutes of April 7, 2003 as presented by the County Clerk. The motion was seconded by Commissioner Taylor. ROLL CALL VOTE – Commissioner Taylor - Yes Commissioner Hey - Yes Commissioner Mattix - Yes
******** APPROVAL OF PAYMENT OF INVOICES: No Invoices.
******** VEHICLE BIDS – SHERIFF’S DEPARTMENT: Bids for two (2) Sheriff’s Patrol Cars were as follows: Joe Watt Auto Sales, Vinita, OK $43,000.00 Ford of Tulsa, Tulsa, OK $42,844.58 Quality Motors, Independence, KS $43,168.00 ACTION: A motion was made by Commissioner Hey to accept the bid of Quality Motors, Independence, Kansas for two (2) Sheriff’s Patrol Vehicles in the amount of $43,168.00. Motion was seconded by Commissioner Mattix. Debit County General Capital Outlay Fund. ROLL CALL VOTE – Commissioner Taylor - Yes Commissioner Hey - Yes Commissioner Mattix - Yes RES. NO. 03-53
******** Minutes – April 14, 2003 Page 2
COUNTY HEALTH DEPARTMENT – HIPAA COMPLIANCE: Ruth Bardwell, County Health Director, presented information on the HIPAA Compliance required for Montgomery County. She advised this requires the designation of a Privacy Officer for the County Health Department and recommended Carolyn Muller be appointed to that position. A revised job description for Ms. Muller has been prepared. The following action was taken: ACTION: WHEREAS, The Board of County Commissioners of Montgomery County, State of Kansas, finds the 1996 Health Insurance Portability and Accountability Act (HIPAA), and implementing regulations, impose a variety of requirements on public and private entities to protect the privacy of individually identifiable health information. THEREFORE, A motion was made by Commissioner Mattix and seconded by Commissioner Hey to resolve that the Montgomery County Health Department is designated as a “hybrid covered entity” for purposes of HIPAA compliance, and a Privacy Officer is to be appointed by the the Montgomery County Health Director. . ROLL CALL VOTE – Commissioner Taylor - Yes Commissioner Hey - Yes Commissioner Mattix - Yes RES. NO. 03-54
******** DEPARTMENT OF CORRECTION – NEW HIRE: Jerry Williams, Department of Corrections Director, requested approval to replace a secretary by posting notice for applications and advertising in the local newspaper. The beginning salary will be $7.44 per hour. Approval was given by the Board.
******** REGISTER OF DEEDS - EMPLOYEE STATUS CHANGE: ACTION: A motion was made by Commissioner Hey to approve the Employee Status Change for Karen Freeman, Register of Deeds office as presented by Human Resources/Payroll in the amount of 3.5% for successful completion of probation after six (6) months. Motion was seconded by Commissioner Mattix. ROLL CALL VOTE – Commissioner Taylor - Yes Commissioner Hey - Yes Commissioner Mattix - Yes ******** MONTGOMERY COUNTY AUCTION: ACTION: A motion was made by Commissioner Taylor to approve a County Auction to be held at the Dearing School Building, Dearing, Kansas on May 3rd, 2003 at 10:00 AM for the purpose of disposing excess county equipment, the total not expected to exceed $50,000. Pursuant to KSA 19-211(d), the Public Notice for the sale will be published two (2) consecutive weeks beginning April 23rd in all county newspapers. Motion was seconded by Commissioner Hey. ROLL CALL VOTE – Commissioner Taylor – Yes Commissioner Hey – Yes Commissioner Mattix - Yes RES. NO. 03-50
******** Minutes – April 14, 2003 Page 3
EXECUTIVE SESSION: ACTION: A motion was made by Commissioner Taylor to recess to Executive Session at 9:40 AM to return at 9:50 AM to discuss non-elected personnel with the Board of County Commissioners present. Motion was seconded by Commissioner Hey. ROLL CALL VOTE – Commissioner Taylor – Yes Commissioner Hey – Yes Commissioner Mattix - Yes Returned from Executive Session at 9:50 AM with no action taken and no decisions made.
******** OTHER BUSINESS: A refund for premiums from Employers Mutual was discussed. The refund totaled $8,220.00 from Liability and Workmen’s Compensation premiums. Commissioner Mattix suggested the Chairman prepare a memo to the employees thanking them for a good job in keeping the claims at a minimum and showing appreciation to the employees for safety on the job.
******** PUBLIC WORKS: Barbara Curtis, Acting Public Works Director, presented the weekly written report. The following items were discussed: Major Bridge Replacement Status (County Bridge No. 22 and County Bridge No. 107); Spears Manufacturing Company Roadway (1225 Road); Departmental Work Progress; and contract for the Phone System. As a result of this report, the following action was taken: ACTION: A motion was made by Commissioner Hey to authorize the Chairman to sign, on behalf of Montgomery County, the original contract between Montgomery County and Kansas Communication Systems, Inc. for the county phone system . Motion was seconded by Commissioner Mattix. ROLL CALL VOTE – Commissioner Taylor – Yes Commissioner Hey – Yes Commissioner Mattix – Yes Engles Subdivision (County Clerk’s Plat): The Board discussed the County Clerk’s Plat for Engles Subdivision and how close to completion the work is at this time. Ms. Curtis said Precision Survey is completing the plat after the information was received from Rhodes Engineering. Commissioner Hey asked that a letter be sent to Precision Survey asking to expedite the completed plat. He put this request in a motion as follows: ACTION: A motion was made by Commissioner Hey that a letter be sent from the Public Works Department asking Precision Survey to expedite the completed plat and that a meeting be set with the residents and owners of properties within the subdivision as soon as possible after completion. Motion was seconded by Commissioner Mattix. ROLL CALL VOTE – Commissioner Taylor – Yes Commissioner Hey – Yes Commissioner Mattix – Yes RES. NO. 03-55
******** OTHER COUNTY BUSINESS: A memo to all department supervisors directing them to complete an “exit review” upon termination of any employee for any reason. The memo has been distributed in 1998 and 1999 but has not been used by the departments. The Board will ask this review report be mandatory to all departments. The Human Resources Department will be directed to send a memo and copies of the review forms to each department. Discussed sale of Dearing School Building. A letter was presented to Public Works for anyone inquiring about the property. A copy of the letter is on file.
******** Minutes – April 14, 2003 Page 4
ADJOURNMENT: 10:22 AM ACTION: Motion by Commissioner Taylor, seconded by Commissioner Hey. ROLL CALL VOTE – Commissioner Taylor - Yes Commissioner Hey - Yes Commissioner Mattix - Yes BOARD OF COUNTY COMMISSIONERS MONTGOMERY COUNTY, KANSAS
_____________________________________ RUDY M. TAYLOR - Chairman _____________________________________ FRENCH L. HEY - Member _____________________________________ LEE MATTIX - Member ATTEST: _____________________________________ County Clerk
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