COMMISSIONERS PROCEEDINGS
FEBRUARY 4, 2019
Agenda: 8:30 – Bills
9:00 – Open
9:30 – Tony Martin – Road & Bridge
10:00 – Open
10:30 – Open
The Board of County Commissioners met in regular session with all members present. Also present were Paul Kitzke, County Attorney; Amy Jo Tharp, County Clerk and RoGlenda Coulter with the Hugoton Hermes. Tron called the meeting to order. Joe moved to approve the minutes of the last meeting. Pat seconded. Motion carried. Pat moved to approve the county vouchers. Joe seconded. Motion carried. The Clerk was instructed to draw warrants on the Treasurer chargeable to the various funds of the county for the following amounts:
| General | $ 54,774.42 |
| Road & Bridge | $ 55,439.95 |
| Airport | $ 4,217.80 |
| Noxious Weed | $ 3,816.46 |
| EMS | $ 5,547.76 |
| Fire | $ 8,625.83 |
| Community Health | $ 15,795.49 |
| Sheriff | $ 38,546.18 |
| Employee P/R Misc W/H | $ 20.36 |
| County Building | $ 1,985.00 |
| $ 188,769.25 |
Tron said that Pam Peachey called him and wanted more information on the bidding process and possible lease description. She also asked if the commissioners would allow her to sublet if she won the bid, the commissioners all agreed that no subletting would be allowed and would be in the lease agreement.
The commissioners have agreed on a sealed bid process to take place on February 19, 2019 in the commissioner’s room at 10:00 am. They have agreed it will be a sealed bid, one (1) bid per party, cash lease and a five (5) year lease. The lease amount will be per acre on pasture land instead of per head of livestock, farm land will be based on per acreage amount as well. An ad will be put in the Hugoton Hermes for two (2) consecutive weeks for the sealed bids.
Phillip Willis came in and required signatures on the annual weed report. He also presented the commissioners with his encumbrance letter requesting $67,633.56 to pay the remaining balance of $36,842.00 on the new scales and the remainder of $30,791.56 to be put back into the landfill equipment fund from where the first half of the scale payment came from.
Tony Martin with Road and Bridge came in and told the commissioner that Dreiling and AT&T were finishing up a boring project under a road that they didn’t have a crossing permit for. He called Dreiling and had them shut down their procedure until a crossing permit and payment was received by the county as per county resolution.
Tony informed the commissioners that Jeff Cox, Roger Willis and himself were going to Garden City to attend a required sign school. He also stated that there will be a class in Cimarron on February 12, for road closings and he is going to attend that and invite whoever would like to attend as well. February 14 will be a Southwest Kansas Highway Officials meeting and he will be attending that conference as well.
Tony brought in his encumbrance letter and requested that $200,000 that was not spent in 2018 be transferred into the Special Highway Equipment fund.
Tony told the commissioners that a resident had called him and explained that the ruts on their road is so bad that it tore up the undercarriage of their vehicle and wanted to know if the county would take responsibility for damages. The commissioners said they are not responsible for damages to the vehicle.
Tony requested a ten (10) minute executive session over non-elected personnel on the employees that have been out for injury or illness related incidents.
Pat made a motion to go into a ten (10) minute executive session over non-elected personnel on the employees that have been out for injury or illness related incidents. Joe seconded. Amy Jo Tharp was included in the executive session at 9:15am which commenced at 9:20am. No action taken.
The Road and Bridge department has been catching up on road repair and getting the old conveyor hooked up and running.
Joe said on Road T and Road 18 thru Road 22 the wind rows are so high because a citizen needed to get to dry road for business and went too far down. He wanted Tony to be aware of the situation.
Joe D. Thompson requested a five (5) minute executive session to discuss non-elected personnel issues. Pat made a motion to accept the five (5) minute executive session on non-elected personnel, Tron seconded. Executive session began at 9:26 am and ended at 9:30 am. No action taken.
Sheriff Ted Heaton and Deputy Adam Mauk came in and presented the commissioners with an encumbrance letter requesting $4,589.97 to go to some new computers and $2,500.00 to go toward new cameras/camcorders for investigations.
Amy Jo Tharp presented the commissioners with a resignation letter from Wayne Tate for Greg Bond on the Foundation Board.
Amy Jo Tharp presented the commissioners with a ROZ statement, stating Jodi Staggers will be receiving funds from ROZ.
Amy Jo Tharp presented the commissioners with an encumbrance letter requesting $10,000 of leftover election funds to go toward the county election equipment fund to hopefully receive upgrades. The letter also included encumbering $15,000 out of the left over County Clerk fund to purchase new computers, monitors, software and technology upgrades due to the current lease coming up in June, 2019. If new equipment will not be needed due to the change of IT, the funds will then be placed back within the county funds.
Amy Jo Tharp presented the commissioners with encumbrance letters from the Wellness Center for $6,995.00 for a Precor Adaptive Motion Trainer – Open Stride. Vernon Anderson with the Planning and Zoning department put in an encumbrance letter for $647.83 on a new computer and $500.00 for an office chair.
Joe brought up the county land for bid and stated the FSA needs certified on the county land which is irrigated and which isn’t. Tron said the whole acreage should be done and made right instead of allowing the City of Hugoton to claim that small portion unless the county wants to just give it to the City of Hugoton. Either way Tron said it needs to be taken care of and done correctly. Pat suggested selling the whole quarter acre and get rid of it. Tron agreed they should look into getting rid of the small portion. Joe said the bid should be for the total acreage at fifty-two (52) acres more or less.
Pat made a motion to accept all encumbrances. Joe seconded. All three commissioners decided against the motion, motion died.
Joe made a motion to accept all encumbrances except for Community Health. Pat seconded. Motion carried.
Joe said if Paula wants a vehicle she would need to make a spec sheet and take bids.
By motion, the Board adjourned.
Attest: Amy Jo Tharp, County Clerk
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Tron Stegman, Chairman