Minutes – November 4-18, 2019

These minutes are unofficial until reviewed and approved by the Board of County Commissioner as official. 

November 4, 2019
All Commissioners Present
Commissioner Wilson Presiding

1. Commissioner Wilson called the meeting to order at 9:00 a.m. in the Commissioners Room at the Courthouse.

2. Commissioner Wiens moved to approve the agenda with the addition of Rhonda Hunt and Cindy Steffan at 9:15 and the deletion of Marci Detmer at 10:00. The motion carried unanimously following a second by Commissioner McCloud.  Commissioner Wiens moved to approve the minutes of the October 28th session as prepared.  The motion carried unanimously following a second by Commissioner McCloud.

3. There were no public comments.

4. Commissioners discussed the purchase of fire trucks. Further information will be obtained and will be acted on in the near future.

5. Register of Deeds Rhonda Hunt appeared to discuss a non-elected personnel matter. Commissioner Wilson moved to enter into executive session from 9:30 to 9:40 for a non-elected personnel matter concerning employee performance and will return to open session at 10:40 in the Commissioners Room at the Courthouse.  The motion carried unanimously following a second by Commissioner McCloud.

Commissioners returned to open session at 9:40 in the Commissioners Room at the Courthouse.

6. Public Works Administrator Tom Robl appeared to present updates to the Commissioners. He reported that he applied for the 2020 Kansas Local Bridge Improvement Program for two bridges and was accepted to one bridge on Avenue M just East of the Lyons High School.  The funds available are 90/10 with a maximum of $200,000.  Tom reported that Rice County was accepted for the High Risk Rural Road Program for striping and signing for the 2020 year.  He presented a contract with Kansas Department of Transportation for signing.

Tom discussed the purchase of tractors and mowers for the department and presented the following bids:

PrairieLand Partners                                  $148,261.14
BTI                                                                   $168,240.00
KanEquip                                                      $129,875.00
LDI                                                                  $89,100.00

Commissioner McCloud moved to accept the bid for two 6130 M tractors from Prairieland Partners in the amount of $93,643.07 per tractor with a trade-in of $39,025.00 for a total of $148,261.14.  The motion carried unanimously following a second by Commissioner Wiens.

Tom presented the following bids for mowers:

PrairieLand Partners          John Deere              $19,845.17
LandPride                 $17,955.89
BTI                                                                               $19,755.57
KanEquip                                                                  $18,405.00
LDI                                                                              $18,900.00
Howards                                                                   $16,315.00

Commissioner McCloud moved to purchase two Bushhog mowers from Howards for a price of $16,315.00 per mower with a trade-in of $7,500.00 for a total of $25,130.00.  The motion carried unanimously following a second by Commissioner Wiens.

7. Commissioner McCloud left the meeting for the remainder of the session.

8. EMS Director Greg Klein appeared to request an executive session. Commissioner Wiens moved to enter into executive session from 10:17 to 10:30 for a non-elected personnel matter concerning employment status and will return to open session at 10:30 in the Commissioners Room at the Courthouse.  The motion carried following a second by Commissioner Wilson.  County Clerk Alicia Showalter and County Counselor Scott Bush were present for the session.

Commissioners returned to open session at 10:30 in the Commissioners Room at Courthouse.

9. Commissioner Wiens moved to enter into executive session from 10:30 to 10:35 for a non-elected personnel matter concerning employment status and will return to open session at 10:35 in the Commissioners Room at the Courthouse. The motion carried following a second by Commissioner Wilson.  EMS Director Greg Klein, County Clerk Alicia Showalter and County Counselor Scott Bush were present for the session.

Commissioners returned to open session at 10:35 in the Commissioners Room at the Courthouse.

10. Commissioners discussed the Sterling EMS building. Further research will take place and be presented in the near future.

11. Parikshay Bhattarai with Liberty National appeared to present information about optional employee benefits. Commissioners informed her that the County does not allow supplemental benefits to employees to flow through as payroll deductions.

12. Jail Captain Tim Weaver appeared to present a quote from Crossmatch for a fingerprint scanner. Commissioner Wiens moved to authorize the purchase of a fingerprint scanner and software from Crossmatch in an amount not to exceed $13,021.84. The motion carried following a second by Commissioner Wilson.

13. Rural Fire Chief Ed Feil appeared to present updates to the Commissioners. He reported that the new Rescue Truck will be ready this week. Ed requested a discussion about the purchase of new fire trucks.

Ed requested an executive session.  Commissioner Wiens moved to enter into executive session from 11:17 to 11:30 to discuss non-elected employee matter concerning HIPPA and will return to open session in the Commissioners Room at the Courthouse.  County Clerk Alicia Showalter was present for the session.

Commissioners returned to open session at 11:30 in the Commissioners Room at the Courthouse.

14. Shirley Fair appeared to report on the Silver Haired Legislature. She presented information and encouraged participation.

15. Commissioners conducted a discussion regarding various pay increases. Further research is being conducted and will be reported in the near future.

16. Jail Captain Tim Weaver appeared to answer questions regarding pay for various positions within his department.

17. Commissioners will not meet next Monday, November 11, 2019 due to the Veteran’s Day Holiday.

18. Commissioners agreed to meet, Friday, November 15, 2019 to approve mid-month voucher, conduct the General Election Canvass and any further business that is needed.

19. Commissioner Wilson adjourned the meeting.

Adjourned.

November 15, 2019
All Commissioners Present
Commissioner Wilson Presiding

1. Commissioner Wilson called the meeting to order at 9:00 a.m. in Commissioners Room at the Courthouse.

2. The Commissioners sat as the General Election Canvass Board and conducted the canvass.

3. Commissioners reviewed and approved mid-month vouchers.

4. Julie Yarmer with Freedom Claims Management appeared to present the renewal plan for the employee health insurance for the 2020 year.

5. County Clerk Alicia Showalter requested an executive session. Commissioner McCloud moved to enter into executive session from 10:54 to 11:00 for an executive session and will return to open session at 11:00 a.m. in the Commissioners Room at the Courthouse.  The motion carried unanimously following a second by Commissioner Wiens.

Commissioners returned to open session at 11:00 a.m. in the Commissioners Room at the Courthouse.

6. Commissioner Wilson called a recess of the session.

November 18, 2019
All Commissioners Present
Commissioner Wilson Presiding

7. Commissioner Wilson reconvened the meeting from Friday, November 15, 2019 at 9:00 a.m. in the Commissioners Room at the Courthouse.

8. Commissioner Wiens moved to approve the agenda as presented. The motion carried unanimously following a second by Commissioner McCloud.

9. There were no public comments.

10. Commissioners discussed a letter from the City of Lyons to solicit qualifications for the Airport Fixed Base Operator contract for 2020. Public Works Administrator Tom Robl will visit with the Lyons City Administrator and return an updated letter to the Commissioners later in the session.

11. Public Works Administrator Tom Robl appeared to present updates to the Commissioners. Tom reported that he has scheduled a Planning & Zoning meeting at 7 p.m. on November 21st.

12. Judge Richard Burgess and District Court Clerk Jane Hrabik appeared to present updates to the Commissioners. Jane is wanting to dispose of an obsolete reader/printer machine and the Commissioners have suggested that it be listed on PurpleWave. Jane will proceed with that option and report back if it does not sell.  Jane discussed the security cameras and the need to have those set up on their computers.  Contact was made with INA and they will have someone here to get those set up today.  Jane discussed the contract with Gilmore Solutions and the service that she has for their system in District Court.

13. Deputy County Clerk Aurelia Garcia appeared to discuss hiring and the composition of the office when the current County Clerk retires in December. She requested permission to begin the hiring process for the vacant position. Commissioners gave her permission to proceed with the hiring process.

14. EMS/EM Greg Klein appeared to present a quarterly report for the department. He reviewed call and financial information. The department received a grant for rehab equipment in the amount of $1,925.00 from Oneok.

15. Public Works Administrator Tom Robl reappeared to present the updated letter from the City of Lyons for signature. Commissioner McCloud moved to authorize the chairman to sign a letter to A+ Aviation for a Request for Qualifications. The motion carried unanimously following a second by Commissioner Wiens.

16. Public Health Administrator Marci Detmer appeared to present quarterly updates for the department. She presented income information for the department. Marci reported that she has a person interested in the part time nurse position.  She reported on a project to provide the elderly with stockings at Christmas that have hygiene supplies, a KDHE Statewide Full Scale Exercise, Federal Fiscal Year 2020 WIC participation and allocation, school inspections and use of earned and vacation leave for salaried employees.

17. County Counselor Scott Bush appeared and requested an executive session. Commissioner McCloud moved to enter into executive session from 11:00 to 11:10 for attorney/client privilege with regards to statutes pertaining to the general election and will return to open session at 11:10 in the Commissioners Room at the Courthouse. County Clerk Alicia Showalter was present for the session.

Commissioners returned to open session at 11:10 in the Commissioners Room at the Courthouse.

18. Rural Fire Chief Ed Feil and Assistant Brad Reid appeared to present updates to the Commissioners. Ed reported on repairs to fire trucks, end of year transfers, end of year purchases, and delivery of a new truck. Ed presented figures for 6 new fire trucks for a total amount of $1,427,247.00.  Commissioner McCloud moved to start the process for the purchase of 6 pump units from Hays Fire & Rescue in an amount not to exceed $1,427,247.00 to be funded by Fire and county reserves.  The motion carried unanimously following a second by Commissioner Wiens.

19. Communications Supervisor Josh Michaelis appeared to present commendations to Stephanie Siglar and Brooke Ledbetter for professionalism used during a 911 call. Josh requested an executive session. Commissioner McCloud moved to enter into executive session from 11:40 to 11:50 under statute KSA 75-4319 and will return to open session at 11:50 in the Commissioners Room at the Courthouse.  County Counselor Scott Bush was present for a portion of the session.

Commissioners returned to open session at 11:50 in the Commissioners Room at the Courthouse.

20. Josh presented information regarding change orders in the radio project. He reviewed the project figures and reported that with the change orders the project total is $1,895,126.98 which is $23,808.02 under budget. Josh requested permission to hire an evaluator to come in and evaluate the center and offer teambuilding training.  The amount of the expense is estimated at approximately $6,000.00 and will be funded through the 911 fund.

21. Randy Hofmeier with Lindburg, Vogel Pierce & Faris, appeared to discuss the Composition of Cash with the Commissioners.

22. Marci Detmer, Tim Weaver, Bryant Evans, Gayla Godfrey, Rhonda Hunt, Aurelia Garcia, Josh Michaelis, Greg Klein and Rita Smith were present for the discussion regarding clerical positions. Commissioner Wiens researched various pay and presented a proposed clerical pay scale.

Further discussion will be conducted between department heads and an official decision will be made in the near future.

23. Treasurer Rita Smith appeared and presented a quote for a new laptop. Commissioners gave her permission to purchase the computer.

24. County Clerk Alicia Showalter presented the Aetna health insurance renewal document for signature. Commissioner Wiens moved to authorize the chairman to sign the Aetna health insurance renewal. The motion carried unanimously following a second by Commissioner McCloud.

25. Alicia presented a Planned Maintenance Agreement with Verdin Co. for the courthouse clock. Commissioner McCloud moved to enter into an agreement with The Verdin Co for maintenance on the courthouse clock in an amount not to exceed $650.00. The motion carried unanimously following a second by Commissioner Wiens.

26. Alicia presented Resolution 15-2019 for signature. Commissioner McCloud moved to adopt Resolution 15-2019 (Acceptance and Compliance with Various Requirements to Obtain Financial Assistance from United States of America Acting Through the United State Department of Agriculture, Rural Development). The motion carried unanimously following a second by Commissioner Wiens.

27. Alicia presented Resolution 16-2019 for approval. Commissioner McCloud moved to adopt Resolution 16-2019 (Flexible Spending Plan). The motion carried unanimously following a second by Commissioner Wiens.

28. Commissioners authorized the County Clerk to begin obtaining the information for the Christmas turkeys, hams and steaks.

29. County Election Officer Alicia Showalter presented the official canvass abstract for signatures of the Board of Canvassers.

30. Commissioner Wilson adjourned the meeting.

Adjourned.

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