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

Transcription

1 December 16, 2013 The Board of Ellis County Commissioners met in regular session at 6:45 p.m., Monday, December 16, 2013, in the Commission Chambers at the Courthouse, 1204 Fort Street, Hays, Kansas. Maskus. Chair Dean F. Haselhorst opened the meeting at 6:45 p.m. The meeting opened with everyone standing and saying the pledge of Allegiance. Chair Haselhorst asked the County Clerk to take roll. County Clerk Maskus called the roll: Chair Dean F. Haselhorst, present Commissioner Barbara K. Wasinger, present Commissioner Swede Holmgren, present It was noted that a quorum was present. Also present were County Administrator Greg Sund and County Clerk Donna J. ORDER OF BUSINESS PRIOR MINUTES No prior minutes were presented. APPROVAL OF AGENDA Motion: Holmgren Second: Haselhorst To approve the agenda as presented except to add under F County Administrator number 6 to discuss County Appraiser position. CONSENT AGENDA Motion: Wasinger Second: Holmgren To approve the Consent Agenda as presented. Discussion: Commissioner Holmgren stated that he would like the scrap metal licenses considered individually, and not be included with the consent agenda in the future. Personnel Appointments Blaine D. Dryden, Sheriff Jail Deputy, salary at Range 26, Step 1 at $14.87 per hour, full time status, Fund 1, Office 54, effective December 22, Shawna R. Currie, Community Corrections Peer Mentor Coordinator, salary at $16 per hour, Fund 40, Office 124, full time status, effective December 9, 2013.

2 Monty J. Selensky, Noxious Weed Control Technician, salary at $11.67 per hour, Range 21, Step 1, Fund 1, Office 25, effective December 16, Change of Employee Status Adam Comeau, Emergency Medical Services, change from an EMT to a Paramedic, salary at Range 25, Step 2, at $8.97 per hour to Range 31, Step 2 at $12.06 per hour, Fund 1, Office 33, effective December 22, Brandi Emmerson, Emergency Medical Services, change from an EMT to a Paramedic, salary at part-time matrix, Range 25, Step 2 at $10.38 per hour to Range 31, Step 2 at $13.98 per hour, Fund 1, Office 33, effective December 22, David Fitzhugh, Emergency Medical Services, change from an EMT to a Paramedic, salary at part-time matrix, Range 31, Step 2 at $10.91 per hour to Range 31, Step 2 at $13.98 per hour, Fund 1, Office 33, effective December 22, Britta Gustafson, Emergency Medical Services, change from an EMT to a Paramedic, salary at full-time status, Range 26, Step 2 at $9.40 per hour to Range 31, Step 2 at $12.06 per hour, Fund 1, Office 33, effective December 22, Jodi Wolfe, Emergency Medical Services, change from an EMT to a Paramedic, salary, Range 25, Step 2 at $10.38 per hour to Range 31, Step 2 at $13.98 per hour, Fund 1, Office 33, effective December 22, Martha A. Miller, Register of Deeds, Deputy to Clerk II, salary, Range 25, Step 6 at $15.91 to $10 per hour, Fund 1, Office 20, retiring on December 26, 2013, and will be in a part time position when needed. Pamela S. Pfannenstiel, Register of Deeds, Clerk III to Deputy, salary Range 24, Step 1 at $13.45 per hour to Range 25, Step 6 at $16.03 per hour, Fund 1, Office 20, effective December 23, Ann Pfeifer, Acting County Treasurer to County Treasurer, effective October 8, Payroll Claims Payroll Claims dated December 13, 2013, deductions at $160, and payroll at $219, Voucher Claims Voucher Claims dated December 17, 2013 for $312, Solid Waste Claims dated December 11, 2013 for $13,

3 Tax Roll Adjustments Tax Roll Adjustments numbers through were reviewed. Purchase Orders Purchase Order Number 7188 to File Safe for shelving equipment for the County Clerk at $29, from the County Clerk s Capital Equipment Fund. Purchase Order Number 7187 to File Safe for a ballot sorter shelf, Election Fund, at $2,513 from the Capital Equipment Fund. Purchase Order Number 7215 to Hays Truck Equipment for a 2014 Henderson Mark E MKE Dump Truck Body, Public Works Department at $23,150 from the Capital Equipment Fund. Purchase Order Number 7214 to I-70 Truck Repair Inc., for a 2015 Western Star 4700SF Truck at $98,500, less trade-in, on a 1999 Mack RD690 Dump Truck at $18,000, Public Works Department at a total cost of $80,500 from the Capital Equipment Fund. Purchase Order Number 7213 to Sellers Tractor Company for a 2014 John Deere 6105M Tractor at $68,280, and a 2014 Tiger Bengal 60 inch Boom Mower at $39,520 less trade in of 1995 Ford 7740SLE tractor mower at $12,900, for a total cost of $94,900 from the Capital Equipment Fund. Purchase Order Number 1789 to Heartland Building Center for ten 6 foot picnic tables at a total cost of $1,790 for the Fair Association. Scrap Metal License Renewals Scrap Metal Registration Number for renewal to Charles L. Kinderknecht to purchase regulated scrap metal at C.S.K. Enterprises, Ellis, effective January 1, 2014, through December 31, 2014, at a fee of $25. Scrap Metal Registration Number for renewal to Kenneth W. Pfeifer/Ken Pfeifer Salvage to purchase regulated scrap metal effective January 1, 2014 through December 31, 2014, at a fee of $25. REGULAR AGENDA Retirement Recognition Presentations Three County employees were recognized for their services to Ellis County as they retire: Register of Deeds Deputy Martha Miller; Public Works/Noxious Weed

4 Department Ronald Skip Schlyer; and Appraiser Dean Denning. Commissioners presented each a gift of appreciation and thanked Miller and Denning for their services to Ellis County. Schlyer was unable to attend the recognition. Executive Session Motion: Wasinger Second: Holmgren To go into Executive Session to address two non-elected employee issues with County Counselor Bill Jeter and County Administrator Sund for thirty minutes. The Executive Session began at 6:54 p.m. The Open Meeting resumed at 7:19 p.m. with no action taken as stated by Chair Haselhorst. Resolution Number (contingency Budget allocation) Sund presented a resolution to allocate contingency budget to other budgets in the General Fund to cover spending that could not be anticipated at budget time. Sund said use of the Emergency Disaster Contingency requires an establishment plan to restore any cash shortfall resulting from the allocation of the contingency. Emergency Medical Services, EMS, Director Kerry McCue and Sheriff Ed Harbin discussed circumstances that caused impact on their 2013 Budgets. EMS Director McCue stated that during the 2013 Budget preparations he voiced major concern with the impact of changing benefit time to PTO; his budget had major dollars cut with a reduction of $130,000 from what he had requested in providing services for McCue noted that he has never had a budget violation in all his years of service to Ellis County. EMS Director McCue said that his budget is made up of 93 percent of employee salaries and benefits. EMS provides twenty-four hour ambulance services with four ambulances and eight personnel. Chair Haselhorst asked McCue to share his recommendations on how to handle employee PTO benefits. Sheriff Ed Harbin discussed the approval in 2013 for three new positions for the jail. He also stated that his 2013 Budget request had been cut. A major impact was the auditor s change in how revenue reimbursements are handled, which was started in 2013; this major change was not part of the budget planning in 2013 or 2014.

5 County Administrator Sund stated the Jail Budget was separated from the Sheriff s Budget starting in 2012, and it will take a little time to allocate all costs accurately. Sheriff Harbin reported on major increase costs in the transporting of prisoners, fuel costs, staff to transport prisoners, out of County prisoner fees, housing more inmates, and prisoners medical expenses. The changes made based on Auditor recommendations also have impacted the Coroner and Court Budgets. County Administrator Sund reminded the Commission that they approved two new positions for the County Attorney in July 2013 that are impacting the budget, but not as greatly as anticipated due to employee turnover. The Noxious Weed Department was affected by changes in how the weed chemical revenues are handled. In past years they were treated as budget reimbursements and now we include anticipated revenues as part of the budget. Holmgren asked with a shortage of $404,500 projected in 2013 Budgets, where will we get these dollars? County Administrator Sund said there is sufficient budget authority in the Administrator s Contingency account and the Emergency Disaster account. Sund stated that the Emergency/Disaster Contingency is appropriate here because the costs encountered were the result of three new positions authorized midyear and other costs that exceed the Administrator s Contingency. He said transferring budget authority does not mean the money will be spent. In addition, the change to the way the County is now working with former reimbursements will result in putting revenues in the budget. Motion: Wasinger Second: Holmgren To approve Resolution Number that authorizes the allocation of budget authority from the County s contingency accounts to various operating budgets to cover anticipated shortfalls; and to move cash equivalent to the Civil Process Fees revenue generated by the Sheriff s Office to the Sheriff s area in the Equipment Reserve Fund to assist in funding capital purchases needs at a total of $404,500. RESOLUTION NO A RESOLUTION TRANSFERRING BUDGET AUTHORITY FROM THE COUNTY S CONTINGENCY ACCOUNTS TO GENERAL FUND DEPARTMENTS AND TO TRANSFER MONEY EQUAL TO CIVIL PROCESS FEES COLLECTED FROM THE GENERAL FUND

6 TO THE SHERIFF S ACCOUNT IN THE EQUIPMENT REPLACEMENT RESERVE WHEREAS, lacking additional budget authority some of the County s department budgets will be over budget by year-end 2013, and WHEREAS, in the case of the County Attorney budget the over budget condition will result from a mid-year County Commission authorized addition of two staff positions, another attorney and another legal assistant, and WHEREAS, in the case of the Jail Budget, the over budget condition will result in part due to a mid-year County Commission authorized addition of a Jailer position, and WHEREAS, some of the shortfalls are directly related to a change in the use of budget reimbursements that were historically used by the County to reduce budget expenditures, but from 2013 forward will only be done when there is a legitimate, demonstrated reason for a budget credit, and WHEREAS, the County has budgeted two contingency accounts for the purpose in part of addressing this type of situation, NOW, THEREFORE, BE IT RESOLVED by the Ellis County Commission that the following transfer of budget authority from the Administrator s Contingency and the Emergency/Disaster Contingency be done to better insure the following budgets will end the year with positive balances, and Budget Budget Transfer Amt. Information $65,000 Technology Coroner 8,500 Jail 145,000 Courts 16,000 Attorney 38,000 Weed Control 32,000 EMS 100,000 Total 404,500 Sources of Budget Transfers Contingencies for Transfer Amount Administrator s Contingency $89,000 Emergency/Disaster 315,500 Contingency Total 404,500 Transfer for Civil Process Fees Acct No. Budget Debit Credit Administrator s Contingency 22, Equipment Replace Res 22,107 BE IT FURTHER RESOLVED that in accordance with the County s Budget Policy, the County Commission will develop plans to restore the budget used from the Emergency/Disaster Contingency over a period of three years or less. Approved this 16 th day of December, ATTEST: ELLIS COUNTY COMMISSION /s/ Dean Haselhorst, Chair /s/ Barbara K. Wasinger, Commissioner /s/ Swede Holmgren, Commissioner

7 /s/donna J. Maskus, County Clerk PUBLIC WORKS Bridge Project Engineering Firm Selection Process Public Works Supervisor Curt Hoffman discussed the engineering firm selection process for the bridge project number 26C located 2.7 miles south and 3 miles west of Antonino. A qualification based selection process is being used to select the preferred firm. The negotiation process will be with the first choice selection, and then if that does not work, then the second choice firm is interviewed for the project. An engineering firm will need to be selected soon. Additional right-of-ways may be needed. Four proposals were received on this bridge project. It was decided that the Commissioners will go forward with the engineer selection process that Hoffman and County Administration Sund discussed for this bridge project. Commissioners will rate the four proposals and select a firm in January. Ellis City s Assistance Requested The City of Ellis has asked the County to help remove four trees that are in the bed of Big Creek while it is dry. Hoffman stated that they are estimating the work to take two to three days, but they wish to wait until a good hard freeze before going into the creek bed area. Holmgren would like to see what this will cost the County in Public Work time and cost to complete removing these trees before the Commission considers the request. Buckeye Wind Energy Project Hoffman stated that he has seen the road routes for the Buckeye Wind Energy Project, and have been working with their personnel on this project. FIRE DISTRICT NUMBER ONE District Fire Chief Vehicle Rural Fire Chief Dick Klaus stated that he received one bid from Hays Chevrolet on a used 2013 program vehicle, under 20,000 miles, Chevrolet Tahoe LT at $38,000, delivery is 30 days. He recommended purchasing a Ford Expedition 2014 at $32,017, plus delivery cost, off the State bid because it is a new vehicle and a lower cost than the vehicle bid by Hays Chevrolet. Holmgren questioned the need for such a large vehicle when usually the Rural Fire Director would be the only person in the vehicle except when fire fighters go to

8 educational classes. Rural Fire Chief Klaus stated that he had sent out fifteen bid proposal sheets with some that were out of the County. It was suggested maybe to consider a pickup with a topper but Klaus said he has heard of concerns of infiltration when driving gravel and dirt roads. Motion: Wasinger Second: Haselhorst To approve the state bid on a 2014 Model Ford Expedition EL SSV 4x4 at $32,017 from Shawnee Mission Ford, Inc., Shawnee, Kansas. Resolution (allocation of budgeted funds to reserve account) Transfer of budgeted funds from the First District Number 1 (Fund 17) to the Fire Machinery Reserve (Fund 27) which had been part of the budget. Rural Fire Chief Klaus said that in the future he will need to purchase some new air packs for his firefighters. Motion: Holmgren Second: Haselhorst To approve Resolution Number to transfer $15,000 from the Fire District Number 1 Fund (number 17) to the Fire machinery Reserve Fund (number 27) as budgeted for RESOLUTION NO A RESOLUTION AUTHORIZING TRANSFER OF $15,000 FROM THE ELLIS COUNTY RURAL FIRE DISTRICT #1 FUND TO THE SPECIAL FIRE MACHINERY FUND AS BUDGETED AND AUTHORIZED BY K.S.A C. WHEREAS, the 2013 Ellis County Budget included provision to transfer $15,000 from the Ellis County Rural Fire District #1 Fund (Fund 017) to the Special Fire Machinery Fund (Fund 027), and WHEREAS, there is sufficient budget authority remaining in the Ellis County Rural Fire District #1 Fund to transfer $15,000 to the Special Fire Machinery Fund, and WHEREAS, it has been determined $15,000 authorized in this transfer will not be needed by the District to cover operating expenditures through the end of 2013, NOW, THEREFORE, BE IT RESOLVED by the Ellis County Commission serving as the Board of Trustees of the Ellis County Rural Fire District #1 that $15,000 is transferred from the Ellis County Rural Fire District #1 Fund to the Special Fire Machinery Fund. Dated this 16 th day of December, ATTEST: /s/ Donna J. Maskus, County Clerk ELLIS COUNTY COMMISSIONERS /s/ Dean Haselhorst, Chair /s/ Barbara K. Wasinger, Commissioner /s/ Swede Holmgren, Commissioner COUNTY ADMINISTRATOR

9 Resolution Number Insurance Proceeds County Administrator Sund stated that the City of Hays has adopted this regulation to encourage clean-up of property destroyed by fire, explosion, or windstorm. It appears they have only had two cases in the city and in each case the property owner cleaned-up the property and the money withheld was returned to the property owner within thirty days. Chair Haselhorst had concerns with the County not having a building inspector and only sees a benefit in areas where the housing is in a rural subdivision or unincorporated village. No action was taken. Resolution Elected Officials Salaries for 2014 Resolution was presented for the Commissioners to set salaries for elected official for 2014, with the effect date of December 22, 2013, this date was agreed in the union contract on 2014 wages. Motion: Holmgren Second: Haselhorst To approve Resolution Number , sets the 2014 salaries for County Elected Officials. RESOLUTION NO A RESOLUTION ADDRESSING THE 2014 ANNUAL SALARY AND BENEFIT ADJUSTMENTS FOR COUNTY ELECTED OFFICIALS WHEREAS, the Board of County Commissioners of Ellis County, Kansas may transact all County business and perform all powers of local legislation and administration it deems appropriate subject only to the limitations, restrictions, or prohibitions listed in K.S.A (a), and WHEREAS, there is no limitation, restriction, or prohibition regarding the setting of annual salaries for county elected officials, NOW, THEREFORE BE IT RESOLVED by the Board of County Commissioners of Ellis County, Kansas that salaries of Ellis County Elected Officials for 2014 shall be: County Commissioner $19, County Attorney 76, County Clerk 50, County Clerk Election Stipend 8, County Clerk Comm Correct Stipend 3, County Clerk Comm Meeting Stipend 3, County Treasurer 53, County Treasurer Comm Correct Stipend 2, Register of Deeds 39, Sheriff 61,737.71, and BE IT FURTHER RESOLVED that the new salaries will be effective December 22, 2013, and BE IT FURTHER RESOLVED that all Ellis County Elected Officials on the County Health Insurance plan will continue to be responsible for paying 5% of their monthly premium with said obligation to be withheld from their paycheck.

10 ADOPTED BY THE BOARD OF COUNTY COMMISSIONERS day of December 2013., Ellis County, Kansas this 16th ATTEST: /s/ Donna J. Maskus, County Clerk BOARD OF COUNTY COMMISSIONERS /s/ Dean Haselhorst, Chair /s/ Barbara K. Wasinger, Commissioner /s/ Swede Holmgren, Commissioner Resolution Number Employees not in the bargaining unit wages/salaries for 2014 Resolution Number to set salaries for everyone not in the bargaining unit including County Department Heads but does not include the County Administrator. Motion: Holmgren Second: Haselhorst To approve Resolution Number , that establishes the 2014 wages and salaries for employees not covered by a union contract. Disposition: Motion carried on a voice vote of two to one. (No vote-wasinger) RESOLUTION NO A RESOLUTION ESTABLISHING THE 2014 SALARY, WAGES, AND BENEFIT ADJUSTMENTS FOR NON-ELECTED UNION INELIGIBLE EMPLOYEES WHEREAS, the Board of County Commissioners of Ellis County, Kansas may transact all County business and perform all powers of local legislation and administration it deems appropriate subject only to the limitations, restrictions, or prohibitions listed in K.S.A (a), and WHEREAS, there is no limitation, restriction, or prohibition regarding the establishment or adjustment of salaries and benefits for employees, NOW, THEREFORE BE IT RESOLVED by the Board of County Commissioners of Ellis County, Kansas that the pay of non-elected union ineligible employees, with the exception of the County Administrator, shall be increased by 0.5% pay scale adjustment plus one step on the pay scale or a 3.0% increase in pay if the employee is not governed by a pay scale. BE IT FURTHER RESOLVED that the new salaries will be effective December 22, 2013, and BE IT FURTHER RESOLVED that all Ellis County non-elected union ineligible employees on the County Health Insurance plan will continue to be responsible for paying 5% of their monthly premium with said obligation to be withheld from their paycheck. ADOPTED BY THE BOARD OF COUNTY COMMISSIONERS this 16th day of December ATTEST: /s/donna J. Maskus, County Clerk Monthly Financial Report November 2013, Ellis County, Kansas BOARD OF COUNTY COMMISSIONERS /s/dean Haselhorst, Chair /s/barbara K. Wasinger, Commissioner /s/swede Holmgren, Commissioner County Administrator Sund noted that in the future he will be producing monthly reports from the new accounting system since it has the financial information that is in a usable format.

11 Motion: Wasinger Second: Holmgren To approve the November 2013 Financial Report as presented. COUNTY POLICIES County Administrator Sund presented copies of updates included in the County s Purchasing Policy and Budget Policy. Sund also had a new draft procedure for coding revenues and expenditures. The Elected Officials and Department Heads who did participate in the weekly meetings have agreed to the changes. County Administrator Sund said that some changes were made to the Purchasing Policy regarding bidding of the equipment, vehicles, and the informal bid process. Sund stressed that these policies need to be in place before the end of the year. Holmgren would like the opportunity for the County Auditors to review these policies and see if they have any concerns before they are approved. Purchasing Policy and Procedures Motion: Wasinger Second: Holmgren To approve the updated Purchasing Policy and Procedures pending the County Auditor s review. Budget Policy Motion: Holmgren Second: Wasinger To approve the updated Budget Policy pending the County Auditor s review. Revenue and Coding Procedure Motion: Holmgren Second: Wasinger To approve the updated Revenue and Coding Procedure pending the County Auditor s review. County Appraiser Position County Administrator Sund recommended the hiring of Lisa Ree as the County Appraiser effective January 1, Sund explained the application process; he had met with Department Heads to review the applications and shared comments. Other candidates had been reviewed and some did not meet the job application qualification

12 for the position. Motion: Wasinger Second: Holmgren To appoint Lisa Ree as the Ellis County Appraiser effective January 1, 2014, salary at $72, OTHER Cereal Malt Beverage Licenses Motion: Wasinger Second: Holmgren To approve the following Cereal Malt Beverage License renewals for: Joe F. Dolezal El Charro Convenience Store, 2020 E 8 th Street, Hays (offsite sales) Jeff Crawford 255 Convenience Store, 2601 Cathedral Avenue, Victoria (onsite sales) Jeff Crawford 255 Convenience Store, 2601 Cathedral Avenue, Victoria (offsite sales) Pamela Burgardt Rose Garden Steak Haus, 2350 E 8 th Street, Hays (onsite sales) Hays Recreation Commission at the Bickle/Schmidt Sports Complex, 1376 Highway 40, Hays (onsite sales) And to confirm the effective dates on the Rose Garden Steak Haus and Hays Recreation Commission licenses before processing. The County Clerk s Office did verify that all Cereal Malt Beverage License applications are for the entire year of Cash or Budget It was noted that if there is not enough cash or budget to allow the transfer of funds or to issue purchase orders, that the transfers or purchase orders can be reversed, corrected or adjusted by the County Auditors. COUNTY COMMISSION No County Commission comments were given. ADJOURNMENT Chair Haselhorst announced that with no further business the meeting will adjourn at 8:44 p.m. The next regular scheduled meeting is set for Monday, January 6, 2014, at 5:00 p.m. in the Commission Chambers, Courthouse, 1204 Fort Street, Hays, Kansas. BOARD OF ELLIS COUNTY COMMISSIONERS DEAN F. HASELHORST, CHAIRMAN

13 BARBARA K. WASINGER, COMMISSIONER ATTEST: SWEDE HOLMGREN, COMMISSIONER DONNA J. MASKUS, COUNTY CLERK