BOARD OF COUNTY COMMISSIONERS

MONTGOMERY COUNTY, KANSAS

OFFICIAL MINUTES

April 14, 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 Fowler.

PLEDGE OF ALLEGIANCE: Commissioner Tucker.

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AGENDA APPROVAL:

ACTION: A motion was made by Commissioner Fowler to approve the agenda as amended. 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 PAYMENT OF INVOICES:

ACTION: A motion was made by Commissioner Lewark-Wood to approve invoices in the amount of $218,609.11 as presented by the County Clerk’s office. 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 MINUTES:

ACTION: A motion was made by Commissioner Lewark-Wood to approve the minutes of April 7, 2008 as presented by the County Clerk. The motion was seconded by Commissioner Fowler.

ROLL CALL VOTE – Commissioner Lewark-Wood - Yes

Commissioner Tucker - Yes

Commissioner Fowler – Yes

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COUNTY TREASURER – NANCY CLUBINE - EXECUTIVE SESSION (NON-ELECTED PERSONNEL):

County Treasurer Nancy Clubine met with the Board and requested an Executive Session. The following action was taken:

ACTION: A motion was made by Commissioner Lewark-Wood to recess to Executive Session at 9:07 AM to return at 9:22 AM with the County Treasurer and the Board present to discuss non-elected personnel. The motion was seconded by Commissioner Fowler.

ROLL CALL VOTE – Commissioner Lewark-Wood - Yes

Commissioner Tucker - Yes

Commissioner Fowler – Yes

Returned to session at 9:20 AM with no action taken and no decisions made.

Ms. Clubine advised the Board they are going through the transition from Commerce Bank to Community National due to the sale of the bank. Also presented the report on Idle Funds Investment to the Board.

She also discussed questions pertaining to the revised Employee Handbook.

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MONTGOMERY COUNTY EXTENSION – RESPONSIBILITIES OF THE COUNTY EXTENTION AGENT – SCOTT GORDON:

Scott Gordon, Montgomery County Extension Agent, presented information and discussed the following:

Functions and programs that have been started and are being done by the Montgomery County Extension Office.
Radio programs being presented to the public.
Discussed research on crops and the Italian Rye Grass now coming into the state from Oklahoma. He stated, “This grass needs to be controlled in winter wheat”.
Reported on their function during the flood and Mr. Gordon served as a liaison between USDA and Montgomery County.
Discussed a letter to the Board from Dr. John Leatherman and a report on actual county revenue and expenditures. Dr. Leatherman will be contacted to meet with the Board for a presentation in order to fully understand the information in the report on how to best utilize it in local decision-making and budget planning.

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MONTGOMERY COUNTY RURAL FIRE #1 – WILBUR SCHWATKEN:

Montgomery County Rural Fire Director Wilbur Schwatken met with the Board at their request to discuss how the funds are handled that are reimbursed by the fire stations on the boots and a letter from Bill Caflisch, Fire Chief at the Independence Station.

He stated the grant monies were spent for bunker gear and boots and the surplus was spent, after consulting with Homeland Security grant representatives, for extra bunker gear and it is stored in the basement of the courthouse.

The Board was advised as to how the reports are handled on expenditures and revenue. Mr. Schwatken presents the reports on expenditures, cash balance and budget balance at each Fire Board Meeting and this information is given to all representatives present. Funds are handled as they have been with the past Director and reports made to the Board Members.

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EXECUTIVE SESSION – NON-ELECTED PERSONNEL – JIM MILLER, SCOTT BARNHART, AND WILBUR SCHWATKEN:

ACTION: A motion was made by Commissioner Lewark-Wood to recess to Executive Session at 9:52 AM to return at 10:07 AM with Jim Miller, Scott Barnhart, Wilbur Schwatken and the Board present to discuss non-elected personnel. Motion was seconded by Commissioner Tucker.

ROLL CALL VOTE – Commissioner Lewark-Wood - Yes

Commissioner Tucker - Yes

Commissioner Fowler – Yes

Returned to session at 10:07 AM with a motion by Commissioner Tucker and seconded by Commissioner Fowler to extend the executive session from 10:08 AM to 10:22 AM with the same present.

ROLL CALL VOTE – Commissioner Lewark-Wood - Yes

Commissioner Tucker - Yes

Commissioner Fowler – Yes

Returned to session at 10:22 AM with a motion by Commissioner Tucker and seconded by Commissioner Fowler to extend the executive session from 10:23 AM to 10:32 AM with the same present.

ROLL CALL VOTE – Commissioner Lewark-Wood - Yes

Commissioner Tucker - Yes

Commissioner Fowler – Yes

Returned to session at 10:32 AM with no action taken and no decisions made.

PUBLIC WORKS – ROBERT BEVER:

Mr. Robert Bever, Public Works Coordinator, presented the weekly written report. The following items were discussed:

Bid Openings for traffic paint and traffic beads.
Quail Run Benefit District Request.
The request for land purchase by Beachner will be presented to the Board in the next two to three weeks. It is approximately 5 acres and this includes the county right-of-way. It was decided to auction on the steps at the courthouse and possibly include a piece of land belonging to Blackjack Cemetery in the auction.
Major Bridge Replacement Status report.

Bids:

Traffic Paint –

Conmat – Gardner, KS $21,532.50

Sherwin Williams, Independence, KS Bid received too late

Kansas Correctional Industries, Lansing, KS $29,401.25

Traffic Beads –

PMSI, Wichita, KS $3,380.00

Swarco, Mexia, TX $3,435.00

Potters Industries, Inc., Valley Forge, PA $3,800.00

Bids will be reviewed by Public Works and a decision recommended at the next meeting.

Mr. Paul Ray Benson, Ivan Pfalser and Victor Hollingsworth were in attendance for the Public Works meeting with the Board. Mr. Benson spoke on road complaints. Mr. Hollingsworth addressed the Board on a culvert (horn) needing to be fixed at Cedar and First at the Hockett’s residence at Caney. This problem has been inspected by Public Works employees according to Mr. Bever. Mr. Benson is unhappy on the road grading and the fact Commissioner Fowler, he feels, has not looked at the roads with him. Commissioner Fowler advised Mr. Benson that he has viewed the roads with Public Works.

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SHERIFF STAN VEACH:

Sheriff Stan Veach met with the Board and bids for a computer were opened as follows:

Computer Generations, Independence, KS $640.00

Kontemporary Keyboards, Coffeyville, KS No Bid

Dell Computer $780.20

ACTION: A motion was made by Commissioner Tucker to accept the low bid of $640.00 from Computer Generations, Independence, Kansas for a computer as requested by the Montgomery County Sheriff. Motion was seconded by Commissioner Fowler. Debit County General Capital Outlay Fund.

ROLL CALL VOTE – Commissioner Lewark-Wood - Yes

Commissioner Tucker - Yes

Commissioner Fowler – Yes

RES. NO. 08-57

Executive Session:

ACTION: A motion was made by Commissioner Fowler to recess to Executive Session at 11:06 AM to return at 11:21 AM to discuss non-elected personnel with Sheriff Stan Veach and the Board present. Motion was seconded by Commissioner Lewark-Wood.

ROLL CALL VOTE – Commissioner Lewark-Wood - Yes

Commissioner Tucker - Yes

Commissioner Fowler – Yes

Returned to session at 11:21 AM with a motion by Commissioner Tucker and seconded by Commissioner Fowler to extend the executive session from 11:22 AM to 11:32 AM with the same present.

ROLL CALL VOTE – Commissioner Lewark-Wood - Yes

Commissioner Tucker - Yes

Commissioner Fowler – Yes

Returned to session at 11:32 AM with no action taken and no decisions made

OTHER COUNTY BUSINESS:

Cereal Malt Beverage License – Sycamore Valley Golf Course –

ACTION: A motion was made by Commissioner Fowler to approve the cereal malt beverage license for Sycamore Valley Golf Course. Motion was seconded by Commissioner Lewark-Wood.

ROLL CALL VOTE – Commissioner Lewark-Wood - Yes

Commissioner Tucker - Yes

Commissioner Fowler – Yes

RES. NO. 08-61

2. Resolutions for outstanding checks – 2002, 2003 and 2004 from the County Clerk -

ACTION: A motion was made by Commissioner Fowler to cancel outstanding check warrants in the amount of $391.78 for the year 2002 issued by the County Clerk’s Office. Motion was seconded by Commissioner Lewark-Wood.

ROLL CALL VOTE – Commissioner Lewark-Wood - Yes

Commissioner Tucker - Yes

Commissioner Fowler – Yes

RES. NO. 08-58

ACTION: A motion was made by Commissioner Fowler to cancel outstanding check warrants in the amount of $282.76 for the year 2003 issued by the County Clerk’s Office. Motion was seconded by Commissioner Lewark-Wood.

ROLL CALL VOTE – Commissioner Lewark-Wood - Yes

Commissioner Tucker - Yes

Commissioner Fowler – Yes

RES. NO. 08-59

ACTION: A motion was made by Commissioner Fowler to cancel outstanding check warrants in the amount of $301.83 for the year 2004 issued by the County Clerk’s Office. Motion was seconded by Commissioner Lewark-Wood.

ROLL CALL VOTE – Commissioner Lewark-Wood - Yes

Commissioner Tucker - Yes

Commissioner Fowler – Yes

RES. NO. 08-60

Recommendation was made to the Board by the County Clerk that postage stamps could be issued to each department to be used in the event the mailroom staff was not available in case of emergency.

Commissioner Fowler agreed and it was decided each department will receive a roll of stamps to be handled by the their department supervisor.

4. Discussed Fair Board 2007 Budget and if it could be used for other purposes than premiums due to the flood. County Counselor and Larry Wright will be contacted and the Fair Board advised of the results.

Letter from Jim Miller on Flood Management was acknowledged.

Letter from City of Coffeyville on 4-State Maintenance Tax Exemption acknowledged.

Commissioner Tucker discussed a letter of support for the Coffeyville Community Fire School requested by Greta Rexwinkle and to be prepared by Jim Miller. The Board agreed.

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ADJOURNMENT: 12:16 PM

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

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

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