The Board of Ellis County Commissioners met in regular session at 6:45 p.m., Monday,

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1 December 28, 2009 County Commission Minutes The Board of Ellis County Commissioners met in regular session at 6:45 p.m., Monday, December 28, 2009, in the Commission Room at the Courthouse, 1204 Fort Street, Hays, Kansas, with the following present: Perry S Henman, Chairman; Glenn D Diehl, Member; Vernon L Berens, Member; and Alberta Klaus, Ellis County Clerk. Chairman Henman opened the meeting at 6:45 p.m. The Commissioners reviewed the bids for a 4-wheel all terrain vehicle (ATV) with a sprayer and a trailer for the Noxious Weed Department. BOS Motorsports bid on a 2010 Polaris 500 HO with a Superior Sprayer in the amount of $6,839 or a 2010 Polaris 550 XP with a Superior Sprayer for a total of $7, These only had a six-month warranty. Gottschalk Equipment bid on a 2009 Arctic Cat 550 H1 with a Superior Sprayer with a three-year warranty in the amount of $7, or a 2009 Arctic Cat 550 H1 in the amount of $6, with an Arctic Cat Sprayer in the amount of $1, for a total bid of $7, with a three-year warranty. The bids for the trailer were from Leon s Welding for a fabricated 2000-pound weight capacity trailer for $1,520.00; Gary Wegele bid a PJ 3500-pound weight capacity trailer for $1,400.00; and Advantage Glass bid a PJ 3500-pound weight capacity trailer for $1, Diehl made a motion to purchase the Arctic Cat H1 with an Arctic Cat Sprayer at a cost of $7, from Gottschalk Equipment. Berens seconded the motion and the motion carried three to zero. Berens made a motion to purchase a PJ trailer from Advantage Glass at a cost of $1, Diehl seconded the motion and the motion carried three to zero.

2 Chairman Henman signed Purchase Order Number 7123 to Gottschalk Equipment for the 2009 Arctic Cat 550 H1 ATV and Arctic Cat Sprayer in the amount of $7, Chairman Henman signed Purchase Order Number 7122 to Advantage Glass for the PJ pound weight limit, 60 inches by 10 feet, in the amount of $1, The 4-wheel ATV with the Arctic Cat Sprayer and the trailer purchases will be paid out of the Road and Bridge Fund Number 26 for the Noxious Weed Department Number 25. Diehl made a motion to adopt Resolution to transfer $2, from the Solid Waste Fund to the Solid Waste Closure and Post Closure Trust Fund Number 98. Berens seconded the motion and the motion carried three to zero. R RESOLUTION OF THE BOARD OF ELLIS COUNTY COMMISSIONERS WHEREAS, Ellis County, Kansas, is responsible for solid waste management for the County of Ellis as designated by KSA Chapter 65, Article 34, AND WHEREAS, the operation of the Ellis County Transfer Station, C/D Landfill, and Household Hazardous Waste facility are consistent with the Ellis County Solid Waste Management Plan, A TRUST FUND is to be utilized to insure that upon cessation of the facility operation, all appropriate measures are taken to prevent damage to public health and the environment; shall not be assigned for the benefit of creditors except as Ellis County, Kansas may incur financial obligations for work performed on an approved site closure plan; monies in the fund shall not be used to pay any final judgment against Ellis County, Kansas arising out of operation of the site before closure. NOW, THEREFORE IT IS RESOLVED AND ORDERED by the Board of County Commissioners of Ellis County, Kansas, that the estimated cost of closure for the C/D Landfill for the current permit year of $2, be transferred from the Solid Waste Fund to the Closure and Post-Closure Trust Fund. THEREFORE, IT IS RESOLVED AND ORDERED on this date December 28, 2009 this transfer shall be effective. Dated this 28th day of December, 2009.

3 BOARD OF COUNTY COMMISSIONERS Perry Henman, Chairman /s/ Glenn Diehl, Member /s/ Vernon Berens, Member /s/ ATTEST Alberta Klaus Ellis County Clerk /s/ Internal Transaction Voucher Number was then signed to transfer $2, of Solid Waste Funds to Solid Waste Closure and Post Closure Trust Fund. There was discussion regarding the transfer of $75, from Solid Waste Fund 32 to Solid Waste Amortization Fund Number 34. The Commissioners then signed Internal Transaction Voucher Number to transfer $75, from Solid Waste Funds to the Solid Waste Amortization Fund. There was discussion regarding upcoming road and bridge projects and equipment purchases and the transfer of funds to Special Machinery and Special Highway Improvement. Berens made a motion to adopt Resolution to transfer $222, from Road and Bridge Fund Number 26 to the Special Machinery Fund Number 32. These dollars are the balance of the Capital Outlay portion of the Road and Bridge Fund. Diehl seconded the motion and the motion carried three to zero. R RESOLUTION OF THE BOARD OF ELLIS COUNTY COMMISSIONERS WHEREAS, there is sufficient budget funds in the account of Road & Bridge of Ellis County, Kansas, and pursuant to KSA g, NOW, THEREFORE IT IS RESOLVED AND ORDERED by the Board of County Commissioners of Ellis County, Kansas, that portion not to exceed 25% of the total Road and Bridge Budget be transferred to a Special Machinery Fund,

4 THEREFORE, $222,000 shall be transferred from the Road & Bridge Fund to the Special Machinery Fund, THEREFORE, IT IS RESOLVED AND ORDERED on this date December 28, 2009 this transfer shall be effective. Dated this 28th day of December, BOARD OF ELLIS COUNTY COMMISSIONERS: ATTEST: PERRY S HENMAN, CHAIRMAN /S/ GLENN D DIEHL, MEMBER /S/ VERNON L BERENS, MEMBER /S/ ALBERTA KLAUS /S/ ELLIS COUNTY CLERK Internal Transaction Voucher Number was then signed for the transfer of $222, from the Road and Bridge Fund Number 26 to Special Machinery Fund Number 32. Diehl made a motion to adopt Resolution to transfer $250, from Road and Bridge Fund Number 26 to the Special Highway Improvement Fund Number 78. Berens seconded the motion and the motion carried three to zero. R RESOLUTION OF THE BOARD OF ELLIS COUNTY COMMISSIONERS WHEREAS, there is sufficient budget funds in the account of Road & Bridge of Ellis County, Kansas, and pursuant to KSA , NOW, THEREFORE IT IS RESOLVED AND ORDERED by the Board of County Commissioners of Ellis County, Kansas, that portion not to exceed 25% of the total Road and Bridge budget be transferred to a Special Highway Improvement Fund. THEREFORE, $250, shall be transferred from the Road and Bridge Fund to the Special Highway Improvement Fund. THEREFORE, IT IS RESOLVED AND ORDERED on this date December 28, 2009 this transfer shall be effective. Dated this 28th day of December, 2009.

5 THE BOARD OF COUNTY COMMISSIONERS OF ELLIS COUNTY, KANSAS ATTEST: ALBERTA KLAUS ELLIS COUNTY CLERK /s/ Perry Henman, Chairman /s/ Glenn D Diehl, Member /s/ Vernon Berens, Member /s/ Internal Transaction Voucher Number was then signed for the transfer of $250, from Road and Bridge Fund Number 26 to Special Highway Improvement Fund Number 78. It shall be noted if there is not sufficient cash or budget to allow the transfer of funds, to issue purchase orders, or to pay expenses for 2009, then the transfers, purchase orders, or payments can be reversed, corrected, or adjusted by the county auditors. Graf said the overtime salaries paid to employees because of the two recent snow storms will cost around $9,000.00, but monies are budgeted for that purpose. Emergency Management Coordinator, Bill Ring, presented his department s monthly report. Ring said he spent a lot of time on special weather calls from NOAA and the State of Kansas Weather Alert Systems because of the two storms that we had this month. The County will receive a Kansas Wireless Enhanced 911 grant in the amount of $225, for January 1, 2010 through December 31, Dean Denning, Ellis County Appraiser, said his department is working on new construction and commercial properties at this time of year. Sheriff Ed Harbin discussed security matters for the Courthouse. There are different scenarios that the County could implement. He would like to see cameras installed in the Courthouse, with one certified individual watching the cameras at all times that the Courthouse is open, and a law enforcement certified person to be in the Courthouse during open hours. He would recommend that we use digital cameras as the analog cameras are being phased out.

6 He did not include a metal detector in the security system because metal detectors only detect metal objects, not any other threatening devices. He does have a metal detector that can be used. Harbin said the elevator would only go to the second floor, and if someone needed to go to the third floor of the Courthouse, it could be activated by the law enforcement certified person that would have a station on the second floor. One bid was received from Regal Audio Video/Vision Video Electronic Service Center, Hays, for a camera system. The Commissioners requested that Harbin visit with the judges about the security system proposed and then come back to the Commissioners with any suggested changes to Harbin s recommendation. Tom Wasinger, a representative from the Space Needs Committee, recommended that the Commissioners hire Spangenberg Phillips Architecture, Stockton, Kansas, at a maximum of $1, to draft two possible plans for the 601 Main Street Facility. Berens made a motion to hire Spangenberg Phillips Architecture out of Stockton, Kansas, to draft two possible plans for the 601 Main Street Facility. Diehl seconded the motion and the motion carried three to zero. Chairman Henman then signed the agreement. Wasinger will forward a copy of the agreement to Spangenberg Phillips Architecture. Mike Leiker, Information Technology Director, presented a website redesign estimate of $48, from Vision Internet. Vision Internet is out of California but does have an office in Kansas City. Leiker presented a bid from Civic Plus for website redesign and development in the amount of $24, last week. He requests that the Commissioners approve the website redesign from Civic Plus.

7 Diehl made a motion to enter into agreement with Civic Plus for the County s Content Management System (website redesign/development) in the amount of $24, Berens seconded the motion and the motion carried three to zero. Chairman Henman then signed the agreement. Berens made a motion to approve the Commission Minutes of December 14, 2009 as presented. Diehl seconded the motion and the motion carried three to zero. These minutes were then signed. Purchase Order Number 7145 to A-1 Plank & Scaffold in the amount of $14, was signed for the Ellis County Fair Association. A change of employee status was signed for Linda F Parker, an employee in the Court Trustee Office, for a reevaluation of existing job and market analysis adjustment of existing position. This is a salary increase from $11.63 to $13.07 per hour effective December 27, Internal Transaction Voucher Number in the amount of $74, was signed by Chairman Henman. This is to transfer funds from obsolete funds to currently used funds. Internal Transaction voucher Number in the amount of $86, was signed by Chairman Henman. This is to transfer budgeted funds from the General Fund to Capital Improvement, Capital Equipment Reserve, and Risk Management Reserve Fund. Internal Transaction Voucher Number in the amount of $45, was signed by Chairman Henman. This is to transfer funds from I T General Fund to Capital Equipment Reserve Funds. Tax Roll Adjustment Numbers through were reviewed by the Board and signed by Chairman Henman.

8 Payment Vouchers dated December 30, 2009, in the amount of $594, were reviewed and payment authorized by the Commissioners. Wire Transfer of Funds dated December 23, 2009, in the amount of $41, to Blue Cross Blue Shield for health insurance expenditures was reviewed and signed by the Commissioners. Inventory for Public Works, Environment, Solid Waste, and Noxious Weed were reviewed and signed by the Commissioners. Several corrections were noted for the Draft Commission Minutes of December 22, No further business appearing, Berens made a motion to adjourn at 9:00 p.m. Diehl seconded the motion and the motion carried three to zero. The next scheduled meeting is set for Monday, January 4, 2010, at 6:45 p.m. in the Commission Room at the Courthouse.