BOARD OF COUNTY COMMISSIONERS
MONTGOMERY COUNTY, KANSAS
OFFICIAL MINUTES
March 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 Mattix.
PLEDGE OF ALLEGIANCE: Commissioner Lewark-Wood.
AGENDA APPROVAL:
ACTION: A motion was made by Commissioner Mattix 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 March 6, 2006 as corrected and presented by the County Clerk. The motion was seconded by Commissioner Mattix.
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 $205,823.94 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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EXECUTIVE SESSION:
ACTION: A motion was made by Commissioner Lewark-Wood to recess to Executive Session at 9:12 AM to return at 9:17 AM to discuss non-elected personnel. Motion was seconded by Commissioner Mattix.
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.
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HUMAN RESOURCES – SHARED LEAVE REQUEST – AFLAC ADDENDUM:
Liz Schwatken, Human Resources Director, presented a Shared Leave Request for the Appraiser’s Office. She advised the Board the request meets the criteria. The following action was taken:
ACTION: A motion was made by Commissioner Lewark-Wood to approve the Shared Leave Request for the County Appraiser’s Department as presented by the Human Resources Department. Motion was seconded by Commissioner Tucker.
ROLL CALL VOTE – Commissioner Mattix - Yes
Commissioner Tucker - Yes
Commissioner Lewark-Wood – Yes
Ms. Schwatken discussed an addendum which can be made for our present Flexible Spending Plan for the employees. The Internal Revenue Service has ruled that Employer Flexible Spending Plans may be changed to allow expenses incurred up to 2 months and 15 days following the end of the Plan year to incur expenses before the “use it or lose it” forfeiture rule applies can be adopted for the County Plan. The present plan year ends March 31st with no grace period. The following action was taken:
ACTION: A motion was made by Commissioner Lewark-Wood to make no change in our current Flexible Spending Plan. Motion was seconded by Commissioner Tucker.
ROLL CALL VOTE – Commissioner Mattix - Yes
Commissioner Tucker - Yes
Commissioner Lewark-Wood – Yes
Judge Canaday asked for shredder service for the Coffeyville Office and the Independence Office to be added to the county’s contract. Ms. Schwatken said Judge Canaday would like to have two (2) consoles, one at Coffeyville and one at the Independence office, and pick up at the Coffeyville office. It was agreed to add District Court to the present contract with two (2) consoles and the initial pick up at Coffeyville. The cost will be $60.00 per month for two (2) consoles and $426.00 for the initial pick up. The cost will be paid from Unified Court budget.
Human Resources will be providing benefit statements to all employees this week. This statement will outline all benefits received for 2005 with total cost to the employer in order to make employees aware of what is provided along with wages.
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COMPUTER DEPARTMENT:
Ken Collins, Computer Department Director, presented the renewal for the RVI (imaging program) Support Agreement. The cost is $3,000.00 per year for support service. Mr. Collins advised the Board of the Departments using RVI and it is used by several departments in the county. The following action was taken:
ACTION: A motion was made by Commissioner Lewark-Wood to approve the RVI Support Agreement in the amount of $3,000.00 to be paid from County General Operating Fund. Motion was seconded by Commissioner Tucker.
ROLL CALL VOTE – Commissioner Mattix - Yes
Commissioner Tucker - Yes
Commissioner Lewark-Wood – Yes
RES. NO. 06-50
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COUNTY HEALTH DEPARTMENT:
Ruth Bardwell, County Health Director, met with the Board and presented a grant application to the Kansas Department of Health & Environment in the amount of $99,736.00. The signature of the Chairman is required on the application. The following action was taken:
ACTION: A motion was made by Commissioner Mattix to authorize the Chairman of the Board to sign, on behalf of Montgomery County, a grant application for the Montgomery County Health Department to the State of Kansas, Kansas Department of Health and Environment in the amount of $99,736.00. Motion was seconded by Commissioner Lewark-Wood.
ROLL CALL VOTE – Commissioner Mattix - Yes
Commissioner Tucker - Yes
Commissioner Lewark-Wood – Yes
PUBLIC WORKS:
Barbara Curtis, Public Works Coordinator, presented the weekly written report. The following items were discussed: Rock Report for February; Right-of-Way Permit Map; Drainage work, gravel hauling and general road maintenance; Bid opening for sale of steel beams; Building Maintenance (handicap ramp at Judicial Center); and request for Executive Session. The following action was taken:
Bids were as follows on the sale of steel beams –
Jim C. Taylor, Coffeyville, KS $23,640.00
JRC & Company, Derby, KS $12,250.00
ACTION: A motion was made by Commissioner Tucker to approve the sale of steel beams to Jim C. Taylor, Coffeyville in the amount of $23,640.00 with beams to be removed from County property within one (1) year of this date. Motion was seconded by Commissioner Lewark-Wood.
ROLL CALL VOTE – Commissioner Mattix - Yes
Commissioner Tucker - Yes
Commissioner Lewark-Wood – Yes
RES. NO. 06-51
Other discussion was the drainage problem on State Street in Caney near the new Spears site. Ms. Curtis stated they are looking at several different avenues. The water is draining from Caney City.
She advised she has contacted Magellen Company on the damaged roads due to hauling from the gas leak at the Independence Country Club.
Executive Session:
ACTION: A motion was made by Commissioner Mattix to recess to Executive Session at 9:56 AM to return at 10:00 AM to discuss non-elected personnel with Barbara Curtis 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 10:00 AM with no action taken and no decisions made.
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MONTGOMERY COUNTY SHERIFF – EXECUTIVE SESSION:
Sheriff Stan Veach met with Board and requested an Executive Session. The following action was taken:
ACTION: A motion was made by Commissioner Mattix to recess to Executive Session at 10:11AM to return at 10:25 AM to discuss non-elected personnel with Sheriff Veach 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 10:25 AM with no action taken and no decisions made.
Discussion: Sheriff Veach discussed an employee hired full-time but according to payroll records has only been working an average of 33 hours per week. He advised she is a full-time employee but has had to be off work. Since the beginning of March she has been working the required payroll hours. It was determined she will remain at full-time status for benefits as long as she works 37.5 hours per week.
Sheriff Veach discussed a proposal for leased vehicles for his department. He said the lease was quoted four (4) years, 15 cars for a total of $91,409.00 per year. There was discussion on leasing fewer cars and also the difference in cost if Highway Patrol vehicles are purchased from the State.
Commissioner Tucker asked Sheriff Veach to “look at smaller numbers and see what Topeka has”.
The part-time position of Jim Caldwell’s was discussed. The Board and Sheriff Veach discussed the work available to make it a full-time position. Sheriff Veach said when he is taking the prisoners to the garden it is a 40-hour per week job. He also advised there are other duties that could be performed by Mr. Caldwell such as transporting prisoners. The Board decided to leave his position part-time until end of the first quarter and will be discussed again after budgets are reviewed for the quarter.
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TIM JAMES – FIRE DEPARTMENT AND SHERIFF’S DEPARTMENT:
Mr. Tim James met with the Board and questioned plans for expanding the jail facility and to house juveniles. The Board advised Mr. James a committee has been appointed for the jail study. He would like to be on the committee if a vacancy occurs.
He asked the Sheriff how many deputies are on patrol Sheriff Veach answered his question and said three (3) are on at night. He asked Sheriff Veach “Is it enough?”
He asked who is in charge at a fire scene. He feels the Fire Coordinator should have all the authority. He also talked about Commissioner Tucker as the “former Fire Coordinator”.
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OTHER COUNTY BUSINESS:
ACTION: A motion was made by Commissioner Mattix to approve the issuance of an Occupational License for Greg’s Place, Caney, Kansas. Motion was seconded by Commissioner Lewark-Wood.
ROLL CALL VOTE – Commissioner Mattix - Yes
Commissioner Tucker - Yes
Commissioner Lewark-Wood – Yes
RES. NO. 06-52
2. Judicial Center –Letter from Judge Canaday for Keyless Entry Request -
ACTION: A motion was made by Commissioner Lewark-Wood to approve a request from Judge Canaday for modification of a door in the Judicial Center for a keyless entry to be debited from Jail Surplus Fund. Motion was seconded by Commissioner Tucker.
ROLL CALL VOTE – Commissioner Mattix - Yes
Commissioner Tucker - Yes
Commissioner Lewark-Wood – Yes
RES. NO. 06-53
3. Thursday Meeting – It was agreed there will be no Commission meeting on the evening of
March 16th.
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ADJOURNMENT: 11:50 AM
ACTION: Motion by Commissioner Mattix seconded by Commissioner Lewark-Wood.
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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