BOARD OF COUNTY COMMISSIONERS
MONTGOMERY COUNTY, KANSAS
OFFICIAL MINUTES
February 27, 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 Mattix.
PLEDGE OF ALLEGIANCE: Commissioner Lewark-Wood.
AGENDA APPROVAL:
ACTION: A motion was made by Commissioner Tucker to approve the agenda as amended. The motion was seconded by Commissioner Lewark-Wood.
ROLL CALL VOTE – Commissioner Mattix - Yes
Commissioner Tucker - Yes
Commissioner Lewark-Wood – Yes
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APPROVAL OF MINUTES:
ACTION: A motion was made by Commissioner Lewark-Wood to approve the minutes of February 6 and 13, 2006 as presented by the County Clerk. The motion was seconded by Commissioner Tucker.
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 Mattix to approve invoices in the amount of $16,681.73, $457,021.07 and $7,991.50 as presented by the County Clerk’s office. The motion was seconded by Commissioner Lewark-Wood.
ROLL CALL VOTE – Commissioner Mattix - Yes
Commissioner Tucker - Yes
Commissioner Lewark-Wood – Yes
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FENCE DISCUSSION – CAROL KNISLEY:
Mr. Carol Knisley requested a fence viewing on a fence line between the railroad and the highway. Public Works will be instructed to contact SKP Railroad and a fence viewing was set for March 13, 2006 at 9:30 AM.
Mr. Knisley also asked the Board if there would be a possibility of hard surfacing the road connecting to the blacktop coming out of Cherryvale CR 5500 and CR 4400 east of the highway. No decision was made.
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EXECUTIVE SESSION:
ACTION: A motion was made by Commissioner Tucker to recess to Executive Session at 9:12 AM to return at 9:17 AM to discuss non-elected personnel with the Board 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 9:17 AM with no action taken and no decisions made.
COMPUTER DEPARTMENT – SOFTWARE:
Ken Collins, Computer Director, presented a request to purchase anti-virus software for three (3) machines at a cost of $250.00 to $350.00 total. The Board approved the purchase and to be debited from County General Operating Fund.
The next item discussed was Firewall System Support at $529.00 per year. Mr. Collins advised the Board he will pay for this support from his budget. The Board approved the Firewall System Support Agreement.
EXECUTIVE SESSION:
ACTION: A motion was made by Commissioner Mattix to recess to Executive Session at 9:23 AM to discuss non-elected personnel with Ken Collins present to return at 9:30 AM. Motion was seconded by Commissioner Lewark-Wood.
ROLL CALL VOTE – Commissioner Mattix - Yes
Commissioner Tucker - Yes
Commissioner Lewark-Wood – Yes
Returned to session at 9:26 AM with no action taken and no decisions made.
Discussion: An Employee Status Change was presented for Jason Clubine with a 3.5% increase effective February 18, 2006. The following action was taken:
ACTION: A motion was made by Commissioner Lewark-Wood to approve a 3.5% salary increase for Jason Clubine, Computer Department, effective February 18, 2006. Motion was seconded by Commissioner Tucker.
ROLL CALL VOTE – Commissioner Mattix - Yes
Commissioner Tucker - Yes
Commissioner Lewark-Wood – Yes
RES. NO. 06-33
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COUNTY TREASURER – TAX WARRANTS :
Nancy Clubine, County Treasurer, discussed the procedure being changed, with the approval of the County Auditor, to collect the funds for the tax warrants in the County Treasurer’s office instead of being collected by the Sheriff’s department when paid. The following action was taken:
ACTION: A motion was made by Commissioner Lewark-Wood to allow the County Treasurer to collect payments for Sheriff’s Tax Warrants in the County Treasurer’s office effective immediately. Motion was seconded by Commissioner Mattix.
ROLL CALL VOTE – Commissioner Mattix - Yes
Commissioner Tucker - Yes
Commissioner Lewark-Wood – Yes
RES. NO. 06-34
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PLANNING AND ZONING:
Scott Barnhart, Planning and Zoning Administrator, presented two items to the Board:
ACTION: A motion was made by Commissioner Mattix to approve the Job Description for Clerk I/Postal Clerk as amended. Motion was seconded by Commissioner Lewark-Wood.
ROLL CALL VOTE – Commissioner Mattix - Yes
Commissioner Tucker - Yes
Commissioner Lewark-Wood – Yes
RES. NO. 06-35
ACTION: A motion was made by Commissioner Tucker to approve the hiring of Susan Hobbs as Clerk I/Postal Clerk at a salary of $8.00 per hour with a 3.5% increase at the end of 90 days probation. Mrs. Hobbs full-time employment is effective February 28th. Hours will be from
8:30 AM to 5:00 PM. Motion was seconded by Commissioner Mattix.
ROLL CALL VOTE – Commissioner Mattix - Yes
Commissioner Tucker - Yes
Commissioner Lewark-Wood – Yes
RES. NO. 06-36
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PUBLIC WORKS:
Barbara Curtis, Public Works Coordinator, presented the weekly written report. The following items were discussed: Posting of “No Dumping” signs at two (2) locations; Major Bridge Replacement Status; and Noxious Weed Chemical Bid. As a result of the report, the following action was taken:
NO DUMPING SIGNS:
ACTION: A motion was made by Commissioner Mattix to authorize the Public Works Coordinator to designate the intersection of County Roads 4500 and 5000 and the intersection of County Roads 5100 and 6000 as “No Dumping” and install required signage at these locations. Motion was seconded by Commissioner Lewark-Wood.
ROLL CALL VOTE – Commissioner Mattix - Yes
Commissioner Tucker - Yes
Commissioner Lewark-Wood – Yes
RES. NO. 06-37
BID ACCEPTANCE FORM FOR SUNFLOWER BRIDGE:
ACTION: A motion was made by Commissioner Mattix to approve the Authority to Award Contract Commitment of County Funds and award the contract to Beachner Construction Co., Inc. & Beachner Material CO, LLC in the amount of $972,756.80 with the County share being $217,700.00 for County Bridge No. 1001 (2.6 mile N. & 1.0 mile E. of Coffeyville on
CR 5100-07. Debit Special Bridge Fund.
Motion was seconded by Commissioner Lewark-Wood.
ROLL CALL VOTE – Commissioner Mattix - Yes
Commissioner Tucker - Yes
Commissioner Lewark-Wood – Yes
RES. NO. 06-38
CHEMICAL BID:
ACTION: A motion was made by Commissioner Tucker to approve the bid from SEK Grain, Inc., Independence, Kansas in the amount of $63,674.00 for chemicals for the Noxious Weed Department. Debit Noxious Weed Department. Motion was seconded by Commissioner Mattix.
ROLL CALL VOTE – Commissioner Mattix - Yes
Commissioner Tucker - Yes
Commissioner Lewark-Wood – Yes
RES. NO. 06-39
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AUDITOR HARLEY SCHLOTTERBECK – WORK SESSION WITH DEPARTMENT HEADS:
Mr. Harley Schlotterbeck, County Auditor, presented information to department heads on budgets, revenue, expenses and other financial matters concerning the county budgets. Department Heads were encouraged to ask questions.
At the beginning of this session, Commissioner Mattix reviewed county policies now in force. There were several questions regarding policies and the following changes will be reviewed at the next meeting for amendment:
ACTION: A motion was made by Commissioner Mattix to amend the county handbook to read: Probationary Period – All New and rehired employees work on a probationary basis for the first 90 calendar days after their date of hire. Promotions or transfers within The County will be subject to 90-day probationary period. An employee who, in the sole judgment of management, is not successful in the new position can be removed from that position at any time. Motion was seconded by Commissioner Lewark-Wood.
ROLL CALL VOTE – Commissioner Mattix - Yes
Commissioner Tucker - Yes
Commissioner Lewark-Wood – Yes
RES. NO. 06-40
ACTION: A motion was made by Commissioner Mattix to amend the county handbook to read: Sick Leave Section – The County provides paid sick leave benefits to all regular full-time employees and regular part-time employees for the purpose of assuring the employee would be covered in the case of illness. Each employee accrues sick leave benefits at the rate of one (1) day for every full month of service after the initial 90-day probationary period is completed. Sick leave benefits are calculated on the basis of a “benefit year”, the 12-month period that begins when the employee starts to earn sick leave benefits. Sick leave of more than three (3) days duration requires the employee to present a form from his or her doctor stating the expected date of return to work. This form is to be forwarded to Human Resource Department. Paid sick leave must be used minimum increments of one (1) hour. Eligible employees may use sick leave benefits for an absence due to their own illness or injury of that of a legally dependent family member residing in the household. Employees are urged to take only the amount of time necessary for a doctor visit, dentist, etc., as to eliminate undue hardship on the department due to the employee’s absence.
Upon approval of the Department Head and Board of County Commissioners, in catastrophic or contagious circumstances, employees may donate a portion of accrued sick leave to another employee. Employees must maintain a minimum of 400 hours (50 days) of sick time before the sharing of time will be allowed. Sick time is to be shared at actual time for time, with no compensation in hours or dollars given to either employee for difference in current hourly rate of pay. Employees on shared leave will not accrue any seniority, vacation or sick leave benefits. Motion was seconded by Commissioner Lewark-Wood.
Commissioner Tucker - Yes
Commissioner Lewark-Wood – Yes
RES. NO. 06-41
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OTHER COUNTY BUSINESS:
Mr. Miller presented a report subject Threat of Impending Local Disaster Emergency for burning ban and a fire report on a fire at the Flour Mill in Coffeyville, Kansas.
ACTION: A motion was made by Commissioner Mattix to approve the renewal of a Cereal Malt Beverage License for the Caney Valley Golf Course for consumption on the premises. Motion was seconded by Commissioner Lewark-Wood.
Commissioner Tucker - Yes
Commissioner Lewark-Wood – Yes
RES. NO. 06-42
ACTION: A motion was made by Commissioner Mattix and seconded by Commissioner Lewark-Wood to amend the policy as adopted May 12, 1997 and amended September 2, 1998, to give each employee a raise to be no less than the amount of KPERS deduction (which is a mandatory payroll deduction) at the completion of one year service to the County providing the employee has successfully completed probation. This increase is not to exceed 4% of the employee’s current gross salary. Any increase exceeding 4% of gross salary or exceeding top of range for current job description will be required to be submitted to the Board of County Commissioners for special approval. This will be an automatic increase at the end of one year. Elected official are exempt from the County Handbook policies and are not included in this resolution.
Commissioner Tucker - Yes
Commissioner Lewark-Wood – Yes
RES. NO. 06-31
ACTION: DATED at Independence, Montgomery County, Kansas this 27th day of February, 2006
WHEREAS, the County Commissioners of Montgomery County, State of Kansas, are concerned with the increase of fire hazards within the County caused by dry conditions that currently exist;
WHEREAS, the Board of County Commissioners has found it to be in the general welfare of the citizens of Montgomery County to adopt a ban on open burning effective Friday, February 24th, at 5:00 PM constituted by emergency conditions pursuant to KSA 48-932 and
KSA 48-934;
WHEREAS, in the event any person violates this burning ban and causes response by any fire fighting organization, the person, persons, or organizations that ignited the open fire shall be obligated to those fire fighting organizations for response costs in an amount equal to 100% of those response costs including but not limited to fair rental of the fire fighting equipment, reasonable wages to firefighters or law enforcement personnel and any other person who suffers loss as a result of responding to control the fire.
This resolution shall remain effective until the Burning Ban is cancelled by the Board of County Commissioners.
Motion by Commissioner Lewark-Wood, seconded by Commissioner Mattix.
Commissioner Tucker - Yes
Commissioner Lewark-Wood – Yes
RES. NO. 06-32
ACTION: A motion was made by Commissioner Lewark-Wood to approve the employee county health plan for 2006-2007 as presented by Blue Cross/Blue Shield Option No. 4 (Traditional) with the following payment schedule per employee:
$25.00 Single Policy
$45.00 Employee and spouse
$60.00 Employee and children
$70.00 Full Family Policy
Motion was seconded by Commissioner Mattix.
Commissioner Tucker - Yes
Commissioner Lewark-Wood – Yes
RES. NO. 06-43
ACTION: A motion was made by Commissioner Mattix to recess to Executive Session at
10:40 AM to return at 10:50 AM to discuss non-elected personnel with the Board present. Motion was seconded by Commissioner Lewark-Wood.
Commissioner Tucker - Yes
Commissioner Lewark-Wood – Yes
Returned to session at 10:50 AM with no action taken and no decisions made.
Mr. Fowler met with the Board and presented a map of property owned adjoining the site where trash had been previously dumped on property owned by Tommy Lewis. Mr. Fowler told the Board the county had cleared trees on land owned not only by Mr. Lewis but also on his property adjoining. Scott Barnhart was asked if he knew about this problem and he said the land cleared had been designated by the State and then Public Works cleared accordingly. Barbara Curtis is to check and also Mr. Barnhart on the problem. Mr. Fowler was concerned about the removal of the trees as he burns wood and intended to cut the trees for his use.
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Recessed at 12:00 Noon for Department Luncheon in the basement of the Judicial Building.
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ADJOURNMENT: 1:00 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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