The Board of Ellis County Commissioners met in Special Session at 1:00 p.m., Tuesday, May 19,

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1 May 19, 2015 The Board of Ellis County Commissioners met in Special Session at 1:00 p.m., Tuesday, May 19, 2015, in the Commission Chambers at the Administrative Center, 718 Main Street, Hays, Kansas, to discuss the 2016 Budget. Chair Martha L. McClelland called the meeting to order at 1:00 p.m. Commissioners present: Chair Martha L. McClelland, Commissioner Barbara K. Wasinger and Commissioner Dean F. Haselhorst. It was noted that a quorum was present. Also present were County Administrator Greg Sund, County Counselor Bill Jeter and County Clerk Donna J. Maskus. Budget Session With the anticipated tax revenue shortfall in the 2016 County Budget, Administrator Sund had furnished a list of ideas in how to operate and plan with less budgeted dollars. The Commission has voiced that they do not wish to increase taxes. Sund said he is not recommending any of the ideas at this time but to reach a balanced budget. Sund recommended promoting a local funding and awareness campaign We are Ellis County with feedback from the community in regards to the County s operation with less funding. Budget ideas shared were: not to increase taxes, pass a sales tax, move road maintenance funding back to the townships, road maintenance, using the Oil and Gas Depletion Fund, Risk Management Reserve Fund for the wage and benefit study, change funding for outside organizations, staff reduction and to close EMS Stations in Victoria and/or Ellis City. Sund had furnished a spreadsheet showing the projected 2016 personnel cost for each employee and department. It was noted that the longevity bonus pay had not been included in the personnel line item yet. Health insurance costs are projected to remain the same for Defense Attorneys Attorney Alex Herman of Herman Law Firm stated that in 2014 the Commission decided to increase the pay for each Defense Attorney for juvenile services by increasing the 2015 Budget to $4,750 per month and set the 2016 Budget at $5,500 per month. Attorney Herman said that this past month he had 100 hours in County cases which these services would usually cost around $8,000. He said it is easier in having a flat service fee which is a savings for the County on juvenile services provided. County Commission

2 Sund asked the Commission if they wanted any changes to the membership dues that they are currently paying. It was noted that NRC had been declined earlier. County Administrator Sund noted that he had $2,500 for the scanning project in getting County records to a digital recording format. County Clerk/Elections County Clerk Donna Maskus stated that she had lowered the County Clerk s Budget, but for the Election Fund it will be a major year in 2016 with 3 elections being held, therefore, more dollars are needed for a Presidential Election year. The statewide voter system will be going out on a state bid soon, therefore, if the current vendor changes it could mean more expenses to the County in regards to election equipment and training. Maskus also cautioned that the current election equipment has some age and usage concerns. In 2006, when the 70 Ivotronic voting machines were purchased one-half of the cost was paid by HAVA Funds. With no federal or state funding available now, the County will have to cover all future expenses when replacing election equipment. County Treasurer Treasurer Ann Pfeifer stated that they have an increase in postal cost, additional cost with local phone lines added to the individual budgets, increase in postage machine cost since the County Attorney and Court Office now have their own machine, and an increase in publication cost. Overtime was needed during tax distribution, to re-run tax statements, with open employment positions and the statute deadlines to their services. County Appraiser County Appraiser Lisa Ree stated that she has already presented her scope of work, which states what they do. Ree said that she does run media ads in February and March to remind taxpayers to report their personal property and oil. They do have a data base to send reminders on deadlines. They sell a County map book for $20. They also sell some photocopies on records, but this is not a lot of income. The Kansas Statutes requires them to verify all properties that sell during the year and do physical checks on real estate parcels, around 15,520 properties yearly. Ree shared information on her request to hire an open full-time position in her office. If she could hire this full-time position and not hire the part-time data collector, her personnel services cost would be less than the current year s cost. Building and Grounds

3 Greg Erbert, Building and Grounds, has a staff of two that maintains six buildings with a new Emergency Services Building coming in September or October, The expansion of the Courthouse and Law Enforcement Center will mean added responsibilities when these projects are completed. Sund stated that since a half-time person has not been hired in 2015, that a full time position possibly could be hired in July. Erbert stated that budgeting utilities for all County buildings was a challenge not knowing what affects the remodeling projects will have on the cost. Erbert stated that they do need more staff to be able to maintain all of the buildings. Information Technology Information Technology Director Mike Leiker stated that he is not increasing contractual expenses for The largest contract is with the accounting system vendor Computer Information Concepts. Register of Deeds Register of Deeds Rebecca Herzog stated that her office records deeds and processes all real estate transactions. She will be using some of her Technology Funds to help with her 2016 Budget. Communication Center Administrator Sund stated that the agreement on the Communication Center is that the City of Hays is responsible for employee wages and benefits and the County furnishes office space, utilities, Motorola contract, antennas and phone lines. Sheriff/Jail Sheriff Ed Harbin stated that his 2016 Budget is the same as current budget. Personnel services will be inserted when the union negotiations have been completed. With the jail project prisoners are being transported to other jail facilities until the project is completed. He is considering some changes to the way the medical services are handled for prisoners. A food service will be making a presentation to the Commission in supplying meals during the weekdays for the prisoners. He would like to recommend that they maintain the food manager. The washer and dryer will be purchased from the Sales Tax Fund. Emergency Medical Services (EMS) Emergency Medical Services Director Kerry McCue states that EMS provides services for emergency care to citizens and travelers within all 900 square miles of Ellis County. They transport patients to Hays Medical Center and other specialized hospitals for care. McCue noted an update to one employee was listed as part-time and currently he is full-time status. McCue stated that the 2015 Budget has had mechanical issues as they currently have a truck down with transmission problems.

4 They are the only department not on the new phone system so he is not sure of that expense. McCue noted that the cost would be more if they hire a billing company since he has one staff member that handles the entire billing process. Also, there may be other cost involved with the new building. The Commission took no action to fill the full-time position in EMS. Emergency Preparedness Office Emergency Management Coordinator Bill Ring thanked the Commissioners for approving the Administrative Assistant Position for the current 2015 Budget. In having this position, it has been a benefit with the billing cycle and other office procedures handled by the Administrative Assistant. Ring stated that the services he provides does not bring any dollars into the County. He works with the public, storm spotters, schools, independent living groups and the CERT Program. Ring is required by federal standards Title II to record all underground storage tanks and wells. The Emergency Preparedness Office does provide guidance and services on emergency issues that may happen in the County. County Attorney County Attorney Tom Drees presented documentation showing his office services compared to nine similar sized Kansas Counties in Ellis County is ranked 21 st in Kansas population. The 2014 caseload, per judge in Ellis County, ranks 6 th, with 2,219 and 5 judges. A 15% increase in attorney cases filed in 2014 at 901. A 16% increase in cases resolved with 1420 reported and 1190 resolved. That would leave 230 cases not resolved. Northwest Kansas Community Corrections Bond Supervision Program has a positive impact for Ellis County with 11,100 days and a savings of $388,500; this does not include transport officer salaries, mileage or medical expense for inmates. Criminal convictions and diversions: felony convictions 311 (5 th ), felony diversions 22 (7%), total felonies 333 (4 th ), misdemeanor conviction 152 (3%), misdemeanor diversions 73 (32%) and total misdemeanor convictions 225 (2%). Kansas DUI convictions/diversions in District Courts, Ellis County DUI Convictions 90/Diversions 37 (total 127), per 1000 population 4.4 and state ranked 1 st. District Court Phil Fielder, 23 rd Judicial District Court Administrator, stated that they are understaffed by 5 positions. They are asking for an increase in the 2016 Budget with Defense Attorneys for Juvenile Services and the phone bill increase. Road & Bridge/Noxious Weed Control/Solid Waste

5 Public Works Supervisor Curt Hoffman and Shop Foreman Mark Polifka voiced concerns in reducing the budgets in the Road and Bridge, Noxious Weed Control and Solid Waste Funds. The budget was cut by $472,000 and in not filling the positions this will cause major concerns with the number of road they can maintain, upkeep of County road signs, and hauling needs. Public Works Office Manager Rick Rupp had concerns with the vacant positions not in the projected 2016 Budget, in having to contract more labor will increase expenses. As for January through April, 2015, the outsourced labor cost estimate was $20,000. Rupp said a reduction of 25% in fuel and diesel needs for 2016 was a concern also. Noxious Weed Director Gary Haas addressed concerns with no funds to fix up their old building that they operate and store equipment and supplies out of. Haas is pleased with his chemical supplies for Household Hazardous Waste 2016 Budget is presented the same as 2015 with reimbursed cost from the twelve counties in the regional plan. Solid Waste no change in budget. Environmental Services/Planning and Zoning The same budget was submitted for the Environmental Services/Planning and Zoning. County Public Health Public Health Director Butch Schlyer stated that he was very conservative and his proposed 2016 Budget is a bare bones budget and he may need contingency funds. County Fair Buildings Rental County Administrator Sund noted that the County Fair Buildings Rental Fund which includes the Fair Manager s salary as recommended by the County Auditors. The utility cost will also be included in the County Fair Buildings Rental Fund for Contingencies, Transfers Out/Subsidies Administrator Sund stated that outside agencies will be presenting their proposed 2016 Budgets at the upcoming Commission Meetings in June. Rural Fire The 2016 Budget request was the same as current 2015 Budget. EMS Ambulance Stations, Ellis and Victoria Chair McClelland allowed those that wish to comment be given 5 minutes.

6 Victoria Mayor Jerry Kanzenbach, Ellis City Mayor Dave McDaniel and former Commissioner Guy Windholz asked Commissioners to keep ambulance services in the City of Ellis and Victoria areas of the County. Haselhorst stated that he had over 25 phone calls with concerned people in keeping the current EMS Stations in Victoria and Ellis. Chair McClelland said she also had received phone calls to keep the current ambulance stations. Several compliments were given to the EMS Staff for the services that they provide. All Commissioners stated that they wish to take closing the EMS stations at Victoria and Ellis off the table. Commissioners felt that safety hazards can happen from not mowing the ditches. Supervisor Hoffman stated that by not mowing the ditches can cause problems with snow drifts during the winter months also. Treasurer Pfeifer stated that if they do consider another sales tax; after the current one is finished, then we need to start educating people now. COMMISSIONERS COMMENT Each department was asked to identify areas that can be compared with other counties in Kansas, in similar size, to see the different operational levels. County Attorney Drees had presented his budget in this manner. ADJOURNMENT With no further business appearing, Chair McClelland adjourned the meeting at 3:22 p.m. It was decided to schedule the next Budget Meeting on Monday, June 22, 2015, Ellis County Administrative Center, Commission Chambers, 718 Main Street, Hays, Kansas, at 8:00 a.m. BOARD OF ELLIS COUNTY COMMISSIONERS, MARTHA L. MCCLELLAND, CHAIR BARBARA K. WASINGER, COMMISSIONER ATTEST: DEAN F. HASELHORST, COMMISSIONER DONNA J. MASKUS, COUNTY CLERK