BOARD OF COUNTY COMMISSIONERS

MONTGOMERY COUNTY, KANSAS

OFFICIAL MINUTES

March 17, 2008

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 Lewark-Wood.

INVOCATION: Commissioner Tucker.

PLEDGE OF ALLEGIANCE: Commissioner Lewark-Wood.

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AGENDA APPROVAL:

ACTION: A motion was made by Commissioner Lewark-Wood to approve the agenda as amended. The motion was seconded by Commissioner Fowler.

ROLL CALL VOTE – Commissioner Lewark-Wood - Yes

Commissioner Tucker - Yes

Commissioner Fowler – Yes

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APPROVAL OF PAYMENT OF INVOICES:

ACTION: A motion was made by Commissioner Fowler to approve invoices in the amount of $204,483.27 and $5,053.40 as presented by the County Clerk’s office. The motion was seconded by Commissioner Lewark-Wood.

ROLL CALL VOTE – Commissioner Lewark-Wood - Yes

Commissioner Tucker - Yes

Commissioner Fowler – Yes

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APPROVAL OF MINUTES:

ACTION: A motion was made by Commissioner Fowler to approve the minutes of March 3 and March 10, 2008 as presented by the County Clerk. The motion was seconded by Commissioner Lewark-Wood.

ROLL CALL VOTE – Commissioner Lewark-Wood - Yes

Commissioner Tucker - Yes

Commissioner Fowler – Yes

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EXECUTIVE SESSION – INTERVIEW – SCOTT BARNHART, ENVIRONMENTAL HEALTH/ZONING:

ACTION: A motion was made by Commissioner Lewark-Wood to recess to Executive Session at 9:10 AM to discuss non-elected personnel with Scott Barnhart present to return at 9:25 AM. Motion was seconded by Commissioner Fowler.

ROLL CALL VOTE – Commissioner Lewark-Wood - Yes

Commissioner Tucker - Yes

Commissioner Fowler – Yes

Returned to session at 9:25 AM with a motion by Commissioner Fowler to extend the Executive Session to 9:30 AM with Scott Barnhart present. Motion was seconded by Commissioner Tucker.

ROLL CALL VOTE – Commissioner Lewark-Wood - Yes

Commissioner Tucker - Yes

Commissioner Fowler – Yes

Returned from Executive Session at 9:30 AM with no action taken and no decisions made.

EXECUTIVE SESSION – INTERVIEW – JIM MILLER – EMERGENCY PREPAREDNESS:

ACTION: A motion was made by Commissioner Lewark-Wood to recess to Executive Session at 9:30 AM to discuss non-elected personnel with Jim Miller present to return at 9:45 AM. Motion was seconded by Commissioner Fowler.

ROLL CALL VOTE – Commissioner Lewark-Wood - Yes

Commissioner Tucker - Yes

Commissioner Fowler – Yes

Returned from Executive Session at 9:45 AM with no action taken and no decisions made.

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EXECUTIVE SESSION – INTERVIEW – ROBERT BEVER – PUBLIC WORKS DEPARTMENT:

ACTION: A motion was made by Commissioner Lewark-Wood to recess to Executive Session at 9:47 AM to discuss non-elected personnel with Robert Bever present to return at 10:02 AM. Motion was seconded by Commissioner Fowler.

ROLL CALL VOTE – Commissioner Lewark-Wood - Yes

Commissioner Tucker - Yes

Commissioner Fowler – Yes

Returned to session at 10:02 AM with a motion by Commissioner Fowler to extend the Executive Session to 10:13 AM with Robert Bever present. Motion was seconded by Commissioner Tucker.

ROLL CALL VOTE – Commissioner Lewark-Wood - Yes

Commissioner Tucker - Yes

Commissioner Fowler – Yes

Returned from Executive Session at 9:30 AM with no action taken and no decisions made.

PUBLIC WORKS:

Public Works Coordinator Robert Bever met with the Board to discuss the weekly written report and for bid openings for (1) front end loader attachment and (1) Hydra-Rake (Brush Attachment) and for Flood Debris Pickup Bid. Bids were as follows:

Flood Debris Pickup:

Chris Gillman Dozer Service, Cherryvale, Kansas $7,750.00

Muller Construction, Coffeyville, Kansas $14,950.00

Jay Bruening, Independence, Kansas $16,650.00

Bid was taken under consideration by Public Works Coordinator.

(1) Front end loader attachment and (1) Hydra-Rake (Brush Attachment):

Shepherd’s Truck & Tractor, Independence, Kansas $7,986 less $1,031 discount

For a price of $6,955.00 for Loader

$4,277 – Rake

ACTION: A motion was made by Commissioner Tucker to approve the purchase of ( 1) Front end loader attachment in the amount of $6,955.00 and (1) Hydra-Rake (Brush Attachment) in the amount of $4,277.00 from Shepard’s Truck and Tractor, Independence. Debit Machinery & Equipment (No Fund Warrants) Fund. Motion was seconded by Commissioner Lewark-Wood.

ROLL CALL VOTE – Commissioner Lewark-Wood - Yes

Commissioner Tucker - Yes

Commissioner Fowler – Yes

RES. N0. 08-33

Mr. Bever discussed the following items from the weekly written report:

Major Bridge Replacement Status (County Bridge No. 608)
Presented an agreement with the State of Kansas for Union Pacific Crossing signals and gates for the signature of the Chairman of the Board.

Mr. Bever returned to the Board with a recommendation to accept the low bid for Flood Debris Pickup submitted by Chris Gillman Dozer Service, Cherryvale, Kansas. The following action was taken:

ACTION: A motion was made by Commissioner Fowler to approve the low bid for Flood Debris Pickup to Chris Gillman Dozer Service, Cherryvale, Kansas in the amount of $7,750.00. Motion was seconded by Commissioner Lewark-Wood. Debit Contractual Services (No Fund Warrants) Fund.

ROLL CALL VOTE – Commissioner Lewark-Wood - Yes

Commissioner Tucker - Yes

Commissioner Fowler – Yes

RES. N0. 08-34

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SHERIFF STAN VEACH:

Sheriff Veach presented a Position Chart with rank structures for his department. He advised the Board the change would cost approximately $14,000.00 to implement but he does not have it in his budget for 2008 but will budget for it in 2009.

Sheriff’s Department vehicle purchase was discussed but Sheriff Veach has not made a decision as to the purchase of used vehicles or purchase a lesser number of new vehicles.

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COMPUTER DEPARTMENT – RVI RENEWAL:

Ken Collins, Computer Department Director, presented a request for the renewal of the RVI agreement. The RVI system is used by the Register of Deeds and the County Clerk’s Office. The upgrade agreement would be at a cost of $4,500.00 and could be taken from the Technical Fund. The following action was taken:

ACTION: A motion was made by Commissioner Tucker to approve the agreement for the renewal for the RVI System in the amount of $4,500.00. This amount will be taken from the Technical Fund. Motion was seconded by Commissioner Lewark-Wood.

ROLL CALL VOTE – Commissioner Lewark-Wood - Yes

Commissioner Tucker - Yes

Commissioner Fowler – Yes

RES. N0. 08-35

Executive Session:

ACTION: A motion was made by Commissioner Lewark-Wood to recess to Executive Session at 10:57 AM to return at 11:07 AM with the Board and Ken Collins present to discuss non-elected personnel. Motion was seconded by Commissioner Fowler.

ROLL CALL VOTE – Commissioner Lewark-Wood - Yes

Commissioner Tucker - Yes

Commissioner Fowler – Yes

Returned to session at 11:07 AM with no action taken and no decisions made.

HUMAN RESOURCES – LIZ SCHWATKEN – INTERVIEW – HANDBOOK REVISION AND TRAINING DISCUSSION:

ACTION: A motion was made by Commissioner Lewark-Wood to recess to Executive Session at 11:07 AM to return at 11:22 AM to discuss non-elected personnel with Liz Schwatken present. Motion was seconded by Commissioner Fowler.

ROLL CALL VOTE – Commissioner Lewark-Wood - Yes

Commissioner Tucker - Yes

Commissioner Fowler – Yes

Returned to session at 11:22 AM with a motion by Commissioner Fowler to extend the Executive Session to 11:33 AM with Liz Schwatken present. Motion was seconded by Commissioner Tucker.

ROLL CALL VOTE – Commissioner Lewark-Wood - Yes

Commissioner Tucker - Yes

Commissioner Fowler – Yes

Returned from Executive Session at 11:30 AM with no action taken and no decisions made.

Ms. Schwatken requested approval to purchase training material for department heads and employees in the amount of $1,200.00. She advised the Board she had budgeted for this material in the 2008 budget. The following action was taken:

ACTION: A motion was made by Commissioner Lewark-Wood to approve the purchase of training material for the Human Resources Department in the amount of $1,200.00 to be paid from the Human Resources 2008 budget. Motion was seconded by Commissioner Tucker.

ROLL CALL VOTE – Commissioner Lewark-Wood - Yes

Commissioner Tucker - Yes

Commissioner Fowler – Yes

RES. NO. 08-36

The Handbook Revision will be presented at the March 24^th meeting by the Human Resources Director for approval of the Board.

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UPDATE ON GIS SYSTEM:

Jim Miller, Ken Collins and Liz Schwatken were present for an update on the GIS System.

Mr. Collins said there are drives for the system needed at a cost of under $800.00 but there is not money in the GIS Fund to pay for this equipment. The following action was taken:

ACTION: A motion was made by Commissioner Lewark-Wood to approve the transfer of $800.00 from the General Operating Fund to the GIS Fund for the purchase of computer equipment. Motion was seconded by Commissioner Fowler.

ROLL CALL VOTE – Commissioner Lewark-Wood - Yes

Commissioner Tucker - Yes

Commissioner Fowler – Yes

RES. NO. 08-37

Liz Schwatken presented information on the application process. The GIS Committee felt it would be best to send the application to a broader area and extend for ten days. At the present time we have received two (2) applications.

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OTHER COUNTY BUSINESS:

Abatements:

ACTION: A motion was made by Commissioner Lewark-Wood to approve abatements as presented by the County Clerk’s Office in the amount of $100,591.98. Motion was seconded by Commissioner Fowler.

ROLL CALL VOTE – Commissioner Lewark-Wood - Yes

Commissioner Tucker - Yes

Commissioner Fowler – Yes

Appointment of County Coroner:

ACTION: A motion was made by Commissioner Lewark-Wood to re-appoint Dr. Gregory Mears as Montgomery County Coroner for the year 2008. Motion was seconded by Commissioner Fowler.

ROLL CALL VOTE – Commissioner Lewark-Wood - Yes

Commissioner Tucker - No

Commissioner Fowler – Yes

RES. NO. 08-38

Sales Tax Resolution:

ACTION: A motion was made by Commissioner Lewark-Wood to authorize and call for a Special Question Election for the purpose of submitting to the electors of the county the question of imposing a special one-fourth percent countywide retailers’ sales tax for the purpose of financing the cost of constructing, furnishing and equipping an addition to the existing Montgomery County Detention Facility. Motion was seconded by Commissioner Fowler.

ROLL CALL VOTE – Commissioner Lewark-Wood - Yes

Commissioner Tucker - No

Commissioner Fowler – Yes

RES. NO. 08-32

MCRF#1 Board Minutes and Letter to Independence Station:

Board minutes were received by each Commissioner and letter to Independence Station was approved by the Commission.

Letter of Resignation to County Clerk from Payroll Clerk:

Mail Room Personnel:

The County Clerk advised the Board with the resignation of Michelle Newton, there would not be an employee available from the Clerk’s office to fill in when needed in the mailroom. It was decided Alanna Boyle, a Public Works employee, would be trained as the relief person when needed.

Executive Session:

ACTION: A motion was made by Commissioner Tucker to recess to Executive Session to discuss non-elected personnel at 11:52 AM to return at 11:57 AM with the Board present. Motion was seconded by Commissioner Lewark-Wood.

ROLL CALL VOTE – Commissioner Lewark-Wood - Yes

Commissioner Tucker - No

Commissioner Fowler – Yes

Returned to session at 11:57 AM with no action taken and no action taken.

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ADJOURNMENT: 11:59 AM

ACTION: Motion by Commissioner Lewark-Wood seconded by Commissioner Fowler.

ROLL CALL VOTE – Commissioner Lewark-Wood - Yes

Commissioner Tucker - Yes

Commissioner Fowler – Yes

BOARD OF COUNTY COMMISSIONERS

MONTGOMERY COUNTY, KANSAS

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BILLIE LEWARK-WOOD, Chairman

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GENE TUCKER, Member

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TONY FOWLER, Member

ATTEST:

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County Clerk

Best experienced with (800x600) 6.0+ & 6.0+

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SHERIFF STAN VEACH:

COMPUTER DEPARTMENT – RVI RENEWAL:

RES. NO. 08-36

The Handbook Revision will be presented at the March 24th meeting by the Human Resources Director for approval of the Board.

UPDATE ON GIS SYSTEM:

RES. NO. 08-37

OTHER COUNTY BUSINESS:

ADJOURNMENT: 11:59 AM

The Handbook Revision will be presented at the March 24^th meeting by the Human Resources Director for approval of the Board.