March 16, 2005
BOARD OF FRANKLIN COUNTY COMMISSIONERS
The Board of Commissioners met in a regular session with Vice Chairman Donald E. Waymire and Commissioners Roy C. Dunn, Donald C. Hay, John E. Taylor and present. Chairman Donald R. Stottlemire is attending a monthly breakfast.
The meeting was called to order by Vice Chairman Waymire at 8:30.
Commissioner Taylor moved and Commissioner Dunn seconded to approve tax order 2004-166. All voted “yes.”
Alan Radcliffe and Jim Haag discussed a letter of agreement between Public Works, County Counselor, Emergency Management and TFM Comm., Inc. for completion of Franklin County communication system upgrades. The cost of the project is $446,353.20. This will be paid for with grant funds.
Chairman Stottlemire arrived at 8:42.
Commissioner Hay moved and Commissioner Dunn seconded to approve a letter of agreement with TFM Comm., Inc for the completion of Franklin County communication system upgrades. All voted “yes.”
Blaine Finch discussed a contract for the storage of materials from Cedar Street pavement debris between Lee Butler and Franklin County on property located at 3325 Nebraska Rd for a 5 year period or until all materials have been exhausted by Franklin County at a cost of $100 per month.
Commissioner Dunn moved and Commissioner Waymire seconded to approve and sign an agreement between Lee Butler and Franklin County for the storage of materials from Cedar Street pavement debris at a cost of $100 for up to 5 years. All voted “yes.”
Jim Haag discussed quotes for signs. Jim recommends accepting the low bid from National Sign Company.
Commissioner Hay moved and Commissioner Taylor seconded to accept recommendation from Jim Haag and accept the low bid for signs from National Sign Company. All voted “yes.”
Commissioner Waymire moved and Commissioner Dunn seconded to go into an executive session for 15 minutes at 8:55 for attorney client privileges with Board and Blaine Finch present. Commissioner Hay said we need to go back to the agenda and start with the minutes and have executive session later. Chairman Stottlemire and Commissioners Dunn, Taylor and Waymire voted “yes.” Commissioner Hay voted “no.”
Keith Clark discussed the Juvenile Accountability Block Grant. Keith needs a signature for the submission of a certification form to the Office of Civil Rights for grant money that was received in the amount of $19,947. Chairman Stottlemire signed form.
Commissioner Waymire said a few weeks ago we had discussion about minutes they are not to be verbatim they are to be a summary and the minutes for March 14 are. They need to be reduced to a summary.
Commissioner Hay said that minutes are the actions of the Board and what takes place within the organization and the minutes are very well done.
Chairman Stottlemire said the educational training he went to, they said to try and work in the main topics and what it is about.
Commissioner Waymire said the KAC guidelines state minutes should not be verbatim.
Commissioner Waymire moved and Commissioner Taylor seconded to ask for the minutes to be condensed and resubmitted. Commissioner Hay said it is printed what took place and it needs to be printed what happened it may needed to be looked at in 5 years. Commissioner Waymire said they are verbatim. Shari Perry said they are not verbatim. Chairman Stottlemire said that there not are a lot of things that he said not in the minutes. Chairman Stottlemire asked if we normally print proclamations in the minutes. Shari Perry said that it is not being published in the newspaper. Commissioners Taylor and Waymire voted “yes.” Chairman Stottlemire and Commissioners Dunn and Hay voted “no.”
Commissioner Hay moved and Commissioner Taylor seconded to approve the minutes for March 14, 2005. Chairman Stottlemire and Commissioners Dunn, Hay and Taylor voted “yes.” Commissioner Waymire voted “no.”
Jack Wray said that he heard on the radio that Commissioner Dunn said he had checked into Clerk’s Office overtime. Mr. Wray asked how much there was and what it was for. Commissioner Dunn said he made an error and he didn’t know what it was for. Mr. Wray asked him what the overtime in the other departments was for. Chairman Stottlemire said that the emergency departments usually have a lot of overtime. Chairman Stottlemire said that the Clerk’s Office has overtime for elections and other thing beside payroll. Chairman Stottlemire said he didn’t know what the overtime in the Clerk’s Office was for. Mr. Wray asked how the Clerk’s Office is with overtime accordance with the other departments. Commissioner Dunn gave Mr. Wray an overtime report. Commissioner Taylor said that the Ambulance Department has built in overtime. Commissioner Dunn said that for Debbie Hahner on her February check she received $400 + in overtime and her main job is payroll. Shari Perry said she disagreed with that she said that Commissioner Dunn had never discussed with her what Debbie’s job is. Commissioner Taylor said that he didn’t think that Commissioner Dunn was prepared to answer these questions. Commissioner Hay said that he was prepared to make a radio comment about it so he should be prepared to answer these questions.
Gardner Hayden said he lives across the road from Shari Perry and you might think that we get our heads together, but that is not so, he probably saw Shari three times last year. Gardner asked the Board if they had every missed a paycheck since Shari has done payroll or anyone else missed a paycheck. Chairman Stottlemire said not that he knew of. Gardner said therefore it needs to be left right were it is. Gardner said payroll and Human Resources should be two different agencies. Gardner said he would like to read the attorney general opinion. Commissioner Hay said the opinion was issued back in 1982, but the Counselor doesn’t agree with the opinion.
Chairman Stottlemire discussed at the breakfast he attended this morning, the Hospital and the possibility of getting two new anesthesiologist, the Main Street Association is going to have the State Conference here later this year and they would like to use the courtroom, a new tourism guide is available and it is very nice, it promotes all of the smaller areas of the County, the school district had a good response to the opening at the Middle School, working on a joint project for a football stadium and they are looking at a new maintenance program.
Commissioner Taylor discussed attended the Hospital Board Meeting and their finances are looking good.
Commissioner Hay said he attending an ECKAN meeting and learned a lot about there programs.
Commissioner Taylor moved and Commissioner Waymire seconded to approve up to $2,000 towards the 150th Anniversary Celebration out of the Commissioners Fund. All voted “yes.”
Becky Ortega said that one of the top candidates Jerry Jensen has withdrawn for the position of Franklin County Administrator.
Commissioner Taylor moved and Commissioner Dunn seconded to go into an executive session for 15 minutes at 10:02 for 15 minutes for attorney client privileges with Board and Blaine Finch present. All voted “yes.”
Commissioner Hay moved and Commissioner Taylor seconded to approve payroll changes 05-030, 05-031, and 05-034 through 05-036. All voted “yes.”
Commissioner Taylor moved and Commissioner Hay seconded to approve a lease purchase agreement with Kansas State Bank for the purchase of two motor graders in the amount of $189,250. All voted “yes.”
Open Noxious Weed Chemical Bids at 10:30.
Vendor Bid 1 Amine Bid 1 LoVol Bid 2 Amine Bid 2 LoVol Bid 3 Tordon Bid 3 Pasterguard Bid 4
Van Diest $8.88 $11.41 $8.69 $11.29 $85.84/ $83.39 $45.39 $12.63
Veg Manag $8.79 $11.00 $8.75 $10.80 -------- ----------- $12.25
UAP $8.89 $11.29 $9.15 ------ $83.91/$82.34 $43.85 $13.25
Ewing $12.79 $14.65 $11.85 $14.20 $108.90/$101.03 ---------- $31.53
Coop $8.92 $10.59 $8.83 $10.38 $75.18/$74.59 $39.53 $11.05
Commissioner Taylor moved and Commissioner Hay seconded to contact Ottawa Coop & UAP Timberland for labels for the chemicals. All voted “yes.”
Board asked Rick Sawin and Jim Haag to review bids for Noxious Weed Chemicals and come back with recommendation.
Jason Parks discussed the annual maintenance on a software program the Ambulance Department uses for processing Medicare/Medicaid bills.
Commissioner Taylor moved and Commissioner Dunn seconded to approve the annual maintenance agreement with Ortivus for software for the Ambulance Department in the amount of $2,550 to be paid out of the Information Technologies Fund. Chairman Stottlemire and Commissioners Dunn, Taylor and Waymire voted “yes.” Commissioner Hay absent.
Jason Parks discussed the lightning suppression on the Old Courthouse. Jason asked to have Performance come in and plug the old system back in. It was unhooked when the roofers were here and they didn’t reinstall it. Board agreed to have Performance come and plug it back in.
Jason Parks discussed that he would need help with the Appraiser and CASA Offices for the moving. Board asked Jason to get with Doug Loyd.
Commissioner Hay asked Jason Parks about the GPS Software that was purchased for the Noxious Weed Department and that it is not up and running. Jason said he didn’t know that it was not working.
Jason Parks discussed time entry application for payroll and forming a small committee of key players to carry out the process. Board agreed to slow down on the payroll time entry at this time.
Chairman Stottlemire closed for lunch at 11:30.
Chairman Stottlemire opened the meeting at 12:30. All present.
Becky Ortega discussed performing payroll functions in the HR Office. Becky has found a current county employee that has AS400 experience and her department head has agreed to allow her to help out with this month’s payroll with the stipulation that her wages will be paid out of the HR budget or a line item for that activity. Becky said she had not received payroll checks from the County Clerk at this time and will need to order those if she is not going to get any, she will also need to purchase some window envelopes. Becky asked the Board for a line item that she could charge these items to. Becky said she would give us an estimated cost of payroll at least until July.
Commissioner Waymire asked if on a temporary basis if the funding could come out of the Commissioner’s budget. Chairman Stottlemire asked Shari Perry if that was possible. Shari Perry said the Commissioner’s could pay for whatever they want out of their budget.
Commissioner Waymire moved and Commissioner Dunn seconded to give Becky Ortega a line item within the Commissioner’s budget to use for payroll expenses. Commissioner Hay said that it was discussed this morning that things needed to slow down and quit pushing. Chairman Stottlemire and Commissioners Dunn, Taylor and Waymire voted “yes.” Commissioner Hay voted “no.”
Becky Ortega asked about receiving blank payroll checks. Chairman Stottlemire asked Shari Perry if she was going to give the HR Department blank payroll checks. Shari Perry said she did not have an answer at this time.
Commissioner Taylor moved and Commissioner Dunn seconded to go into an executive session for 15 minutes at 12:55 for attorney client privileges with Board, Blaine Finch, Becky Ortega and Shari Perry present. All voted “yes.” Chairman Stottlemire opened the meeting at 1:10 and reported no action taken, no decisions made.
Blaine Finch passed out a resolution dealing with self reporting to the Department of Labor and the Internal Revenue Service. Commissioner Hay said that the resolution does not say that someone else will come in and assess our records.
Commissioner Taylor moved and Commissioner Waymire seconded to approve Resolution 05-28 to self report certain irregularities in personnel administration and payroll management to the Department of Labor and the Internal Revenue Service. All voted “yes.”
Becky Ortega said she would like the Board’s approval to send out an email to all department heads notifying them of the resolution. She needs to make sure that all records are kept and ask them for any feedback. Becky said there are two departments that are immediately impacted and she plans on meeting with them this afternoon. Board agreed to have Becky and Blaine send out an email to all department heads.
With no further discussion the meeting was adjourned at 1:15.
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Clerk Chairman