BOARD OF COUNTY COMMISSIONERS
MONTGOMERY COUNTY, KANSAS
OFFICIAL MINUTES
February 13, 2006
The Board of County Commissioners, three members and the County Clerk present, met in regular session at 9:00 AM.
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CALL TO ORDER: Commissioner Mattix.
INVOCATION: Commissioner Tucker.
PLEDGE OF ALLEGIANCE: Commissioner Lewark-Wood.
AGENDA APPROVAL:
ACTION: A motion was made by Commissioner Mattix to approve the agenda as amended. Commissioner Lewark-Wood seconded the motion.
ROLL CALL VOTE – Commissioner Mattix - Yes
Commissioner Tucker - Yes
Commissioner Lewark-Wood – Yes
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APPROVAL OF PAYMENT OF INVOICES:
ACTION: A motion was made by Commissioner Lewark-Wood to approve invoices in the amount of $175,169.38 and $5,724.05 as presented by the County Clerk’s office. The motion was seconded by Commissioner Tucker.
ROLL CALL VOTE – Commissioner Mattix - Yes
Commissioner Tucker - Yes
Commissioner Lewark-Wood – Yes
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COUNTY CLERK – PAYROLL CLARIFICATION:
The County Clerk met with the Board to discuss and clarify a concern by Sheriff Veach regarding a 4% salary increase to cover KPERS. Mr. Veach began employment in January, 2005 and KPERS deduction began immediately. He feels he should receive the 4% increase to cover this deduction. All county employees covered under the employee handbook receive an automatic 4% increase at the completion of one year service. KPERS is a mandatory deduction for non-elected employees and begins after completion of the first year of service. This automatic increase is to cover the KPERS mandatory deduction. Elected employees have the option to enroll with KPERS at the time they take office.
The decision of the Board is: The 4% increase outlined in the Montgomery County Employee Handbook does not cover elected personnel and the Board will not approve an increase for the Sheriff ‘s KPERS deduction.
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MONTGOMERY COUNTY ACTION COUNCIL – CHERRYVALE REVITALIZATION:
Dennis Pruitt, MCAC Director and Mary Reed, Acting Cherryvale City Administrator, met with the Board to present a request for expansion of the Neighborhood Revitalization in Cherryvale. This new area will be the following described area: All that part of Gov’t Lot 4, Section 8, Township 32 South, Range 17 East, Montgomery County, Kansas, lying North of Main Street, lying West of Maple Street and East of the East r/w line of the newly constructed US Highway 169, containing approximately 8.1 acres more or less. The following action was taken as a result of this request:
ACTION: A motion was made by Commissioner Mattix to approve the request by Cherryvale City to participate in the Neighborhood Revitalization Program as outline in the Cherryvale, Kansas Neighborhood Revitalization Plan West Side II dated February 20, 2006 for the following described area:
CHERRYVALE NEIGHBORHOOD REVITALIZATION (Continued):
All that part of Gov’t Lot 4, Section 8, Township 32 South, Range 17 East, Montgomery County, Kansas, lying North of Main Street, lying West of Maple Street and East of the East r/w line of the newly constructed US Highway 169, containing approximately 8.1 acres more or less. Motion was seconded by Commissioner Lewark-Wood.
ROLL CALL VOTE – Commissioner Mattix - Yes
Commissioner Tucker - Yes
Commissioner Lewark-Wood – Yes
RES. NO. 06-27
A letter prepared by Mr. Pruitt is on file in the County Clerk’s office as a follow up to the recent discussion on how homesteads and taxes paid under protest affect the Neighborhood Revitalization Program throughout the county.
Mr. Pruitt also presented documents on the closeout of the Micro Loan for Rae’s, Coffeyville, Kansas
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REGISTER OF DEEDS – TECHNOLOGY FUNDS TRANSFER FOR GIS:
Register of Deeds Marilyn Calhoun presented a letter to the Board advising them she is ordering the transfer of $20,000 from the Register of Deeds fund to the Commissioner’s discretion for use in the G.I.S. program.
After some discussion with the County Clerk regarding the transfer of these funds, it was decided to maintain the funds in the Register of Deeds Tech Fund with $20,000.00 set aside under the object code for GIS Program since the program is not underway and no purchases are being made at this time. When purchases are made, they will be made directly from the Tech Fund under the signature of the Register of Deeds for her approval.
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ENVIRONMENTAL HEALTH/ZONING – JOB DESCRIPTION:
Scott Barnhart met with the Board and requested an Executive Session for non-elected personnel with Jim Miller present. The following action was taken:
ACTION: A motion was made by Commissioner Mattix to recess to Executive Session at 10:22 AM to discuss non-elected personnel to return at 10:55 AM with Scott Barnhart and Jim Miller present. Motion was seconded by Commissioner Lewark-Wood.
ROLL CALL VOTE – Commissioner Mattix - Yes
Commissioner Tucker - Yes
Commissioner Lewark-Wood – Yes
Returned to session at 10:55 AM with no action taken and no decisions made.
Discussion: A job description was presented for a Clerk I/Postal Clerk. Mr. Barnhart discussed Susan Hobbs being a full time employee to work in the Emergency Preparedness office, Environmental Health Office and Postal Clerk. The hours will be from 8:30 AM to 5:00 PM with the only set hours in one particular office being the mailroom from 3:30 to 5:00 PM to be open to the offices to deliver mail. Some changes will be made in the wording of the job description and Mr. Barnhart will return to the Board with the revised description for their approval. Commissioner Tucker said she will be available for work after giving a two week notice to her present employer.
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PUBLIC WORKS:
Barbara Curtis, Public Works Coordinator, presented the weekly written report. The following items were discussed: Road and Bridge work of hauling gravel, cutting and cleaning brush, mowing and ditching; Insulation installation in Noxious Weed Building; Chip spreaders and snowplows are in and tractor is due this week; Right of Way issue between landowner Richard Gartner and Layne Gas Company. The Board approved the use of County right-of-way for Layne to use to bypass the Gartner property.
Ms. Curtis requested permission to bid chemicals at approximately $65,000. The Board approved her request to seek bids.
The Board was advised the Traffic Study will begin on South Tenth Street the 15th or 16th of February. This study is referred to as the TEAP Study and is funded by KDOT.
HUMAN RESOURCES – POLICY CHANGES AND CAFETERIA PLAN RENEWAL:
Human Resources Director Liz Schwatken met with the Board and presented a request for changes in the Longevity Pay Schedule to include 35 years and 40 years and the Vacation Earning Schedule to include 30 years and 40 years increase. She told the Board the county has employees approaching 30 years service with no provision in the existing schedule for change in days earned for vacation or longevity pay. The following action was taken:
ACTION: A motion was made by Commissioner Lewark-Wood to approve the following: Employee Orientation: Upon hiring, new employees will be required to attend orientation and training session as scheduled through the Human Resource Department. All current employees will also be required to attend scheduled harassment/safety training sessions annually; Longevity Pay Schedule will be amended to include: 35 Yrs - $87.50 and 40 Yrs - $100.00; Vacation Earning Schedule will be amended to include: After 30 yrs 21 days vacation (earning 1.75 days per month) and After 40 yrs 24 days vacation (earning 2 days per month). Motion was seconded by Commissioner Mattix.
ROLL CALL VOTE – Commissioner Mattix - Yes
Commissioner Tucker - Yes
Commissioner Lewark-Wood – Yes
RES. NO. 06-28
ACTION: A motion was made by Commissioner Mattix to approve the renewal with AFLAC for the employees Cafeteria Plan for 2006-2007.
Motion was seconded by Commissioner Lewark-Wood.
ROLL CALL VOTE – Commissioner Mattix - Yes
Commissioner Tucker - Yes
Commissioner Lewark-Wood – Yes
RES. NO. 06-29
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JUDGE CANADAY – TOUR OF DISTRICT COURT AND WORK SESSION:
Judge Canaday advised the Board he has appointed Mary Kadel as Acting District Court Clerk.
Requested $903.85 be debited from Capital Outlay for monitors, computer and charger. The following action was taken:
ACTION: A motion was made by Commissioner Tucker to debit Capital Outlay for $903.80 for monitors, computer and charger for Unified District Court. Motion was seconded by Commissioner Lewark-Wood.
ROLL CALL VOTE – Commissioner Mattix - Yes
Commissioner Tucker - Yes
Commissioner Lewark-Wood – Yes
RES. NO. 06-30
The following items were discussed:
ACTION: A motion was made by Commissioner Mattix to recess to Executive Session at 10:47 AM to return at 10:57 AM to discuss non-elected personnel with Judge Canaday present. Motion was seconded by Commissioner Lewark-Wood.
ROLL CALL VOTE – Commissioner Mattix - Yes
Commissioner Tucker - Yes
Commissioner Lewark-Wood – Yes
Returned to session at 10:57 AM with no action taken and no decisions made.
A tour of the District Court facilities was conducted.
MONTGOMERY COUNTY SHERIFF:
Sheriff Veach met with the Board to discuss the purchase of new cars for his department. They discussed the purchase of two (2) new cars or the purchase of cars from the State as he has previously done. The Board authorized the Sheriff to spend $70,000.00 for vehicles in 2006 to be debited from County General Capital Outlay Fund. The Sheriff will check on trading vehicles in or selling in the county auction.
Two horses (unclaimed) are being kept at a private residence and Sheriff Veach discussed whether to take to a local vet. Jim Miller advised they should be taken to the stockyards until claimed or if not claimed they can be sold.
The Sheriff’s Department is in need of a copy machine. Specs will be given to the County Clerk to be submitted for bids.
Sheriff Veach discussed the 4% increase for himself since it was given to one of his employees at the completion of one year of service. He was advised of the Board’s discussion earlier in the meeting and this does not apply to elected officials since they are not covered in the handbook. Mr. Veach feels this should have been “spelled out” in the resolution and “rules should be followed consistently”. The 4% KPERS raise is given automatically by the payroll department, the reason for this being done automatically is due to the fact several employees were not turned in for their increases in the past for the KPERS deduction. The previous Board approved the payroll department of automatically giving the raise when due to prevent anyone being missed and retroactive salary being incurred.
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OTHER COUNTY BUSINESS:
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Recessed for lunch at 11:55 AM to return at 1:00 PM for a work session with Harley Schlotterbeck.
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Returned to session at 1:00 PM with Harley Schlotterbeck, Auditor. During this work session items to be discussed at the February 27th meeting with Mr. Schlotterbeck was discussed. The meeting will be with all department heads and any department head wanting help with any accounting problems they may have or budget questions.
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ADJOURNMENT: 3:00 PM
ACTION: Motion by Commissioner Tucker seconded by Commissioner Mattix.
ROLL CALL VOTE – Commissioner Mattix - Yes
Commissioner Tucker - Yes
Commissioner Lewark-Wood – Yes
BOARD OF COUNTY COMMISSIONERS
MONTGOMERY COUNTY, KANSAS
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LEE MATTIX, Chairman
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GENE TUCKER, Member
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BILLIE LEWARK-WOOD, Member
ATTEST:
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County Clerk
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