COMMISSIONERS PROCEEDINGS
AUGUST 14, 2023
Agenda: 8:30 – Bills
9:00 – Foundation Board – Gary Gold & Warren Willis
9:30 – Tony Martin – Public Works
10:00 – Grader Bids
10:15 – Airport Board – Matt Rome & Robert Davis
The Board of Stevens County Commissioners met in a regular session: Paul Kitzke, County Attorney and Amy Tharp, County Clerk were also present. Pat called the meeting to order. Tron moved to approve the minutes from the previous commissioner meeting. Joe seconded. Motion carried. Tron moved to approve the county vouchers. Pat seconded. Motion carried. The County Clerk was instructed to draw warrants on the Treasurer chargeable to the various funds of the county for the following amounts:
| General | $ | 132,360.24 |
| Diversion | $ | 79.03 |
| Judicial District | $ | 3983.23 |
| Road & Bridge | $ | 128,869.18 |
| Airport | $ | 24,675.91 |
| County Building | $ | 8,800.00 |
| Noxious Weed | $ | 4,487.40 |
| EMS | $ | 8,797.04 |
| Fire | $ | 3,394.96 |
| Community Health | $ | 16,238.93 |
| 911 Wireless | $ | 116.37 |
| Fire Equipment | $ | 7,687.50 |
| EMS Equipment | $ | 7,687.50 |
| Airport Grants | $ | 3,109.00 |
| Sheriff | $ | 54,683.76 |
| Reg of Deeds Tech Fund | $ | 312.80 |
| TOTAL: | $ | 405,282.85 |
Rodney Kelling came in and stated his emergency management truck is complete with lights and siren and just waiting on the bed box.
Amy Tharp mentioned the fuse box at the Hugoton Senior Center is needing to be updated and repaired. She told the commissioners she will be paying for the repairs out of the building fund. The commissioners agreed.
Warren Willis and Gary Gold with the Stevens County Foundation Board came in and told the commissioners they are looking at other auditing firms. Joe recommended the foundation board find an accounting firm who works with county/government entities. Gary and Warren stated the current firm seems to be expensive for what they do for the foundation. Warren told the commissioners the board meets three to four (3-4) times a year. Gary said he invests foundation funds into different CD’s and tries to get the best percentage rate. Most of the CD’s are at five percent (5%) and the rest are around four-point six percent (4.6%). Because the foundation is a private entity, they must disburse at least five percent (5%) every year due to accounting rules and regulations. Gary said he wanted to attend a commissioner meeting to inform the commissioners the county could utilize some of the foundation funds if needed. Pat said the community health department might need to utilize some of the funds. Joe told Gary and Warren if any county entity requests funds to add on or create another building to send them to the commissioners, as the county does not want more buildings to upkeep. Warren and Gary feel the commissioners should be asking for the county instead of the department heads. Amy stated there is currently a policy in place stating department heads need to get approval from the commissioners before requesting grants. Pat said if any county entity needs help, he feels it would be the hospital. Warren also informed the commissioners the water usage cuts are estimated to begin in 2027 with a new law and that will probably hurt the county.
Sheriff Ted Heaton and Undersheriff TJ Steers were in attendance. TJ presented the commissioners with a quote from INA Alert for a whole new camera system at the sheriff’s department. Ted and TJ told the commissioners the camera system they have now is very antiquated and is beginning to have many issues. INA Alert’s quote was about $150,000.00.
Tron made a motion to bypass the bidding process for a new camera system and cameras at the sheriff’s department and accept the quote from INA Alert in the amount of $150,421.94.
Joe seconded. Motion carried.
Tony Martin was in to inform all the chip and seal was completed but the road and bridge is behind on overlay. Tony stated O’Malley’s is at the landfill beginning to drill for the monitoring wells to meet state requirements for the new pit.
Brett Simpson with Foley Equipment and Dustin Walker with Murphy Tractor/John Deere were in attendance for the opening of the bids.
At 10:00 AM the commissioners opened bids for one (1) new road grader:
- Murphy/John Deere with trade-in $377,748.00
- Foley Equipment with trade-in $386,617.00
Tony requested to look over the specs of the bids before the commissioners made a decision. The commissioners agreed and Tony stepped out to go over the specs.
Dustin stated the price from Murphy Tractor included the premium, circle which has less maintenance and can get a grader within 120 days. Brett with Foley stated the grader they will have will be able to be delivered mid-October. Both stated their warranty is seven (7) years or 8,000 hours.
Amy told the commissioners she is over her county clerk budget due to the RNR notices she had to pay to have mailed. She stated the cost this year is close to $14,000.00. Amy stated the State of Kansas is supposed to reimburse for this year but will go into the general fund so it will not reflect on her budget. Amy also told the commissioners beginning next year the cost to mail out RNR notices will not be reimbursed other than from the entities increasing their estimated RNR. The commissioners told Amy to pay for the RNR notice mailings out of the courthouse general instead of the county clerk budget for next year.
Matt Rome and Robert Davis with the airport board came in. Matt informed the commissioners of the projects that are planned for the airport, including two (2) for the crosswind runway through Kirkham Michael, which will total about $250,000.00 and is a 90/10 grant. Matt also stated the new company coming in is Garver and the current projects through them will be the LED lighting of the runway, fuel dispenser and AWOS system. Matt said he will get the funds moved from the airport bank account to the treasurer’s office to deposit into the airport fund through the county. Pat told Matt and Robert they should purchase the 2006 Crown Vic from the extension office as a courtesy car for the airport. Matt said he is hoping to eventually get one of the Hugoton Police Department vehicles for the airport as well.
Joe made a motion to purchase the 2006 Crown Victoria from the extension office for the airport in the amount of $6,000.00 using the Stevens County Equipment Fund. Pat seconded. Motion carried.
The commissioners told Matt and Robert to remember the foundation has some funds they need to release so if they need something to think about getting a grant from them.
Tony Martin and Dustin Walker came back in, and Tony informed the commissioners the Murphy Tractor/John Deere met all specs, and he was satisfied with their bid.
Joe made a motion to accept the Murphy Tractor bid for a grader in the amount of $377,748 for a John Deere 770 GP Motor Grader. Tron seconded. Motion carried.
Jan Leonard came in and shared he was doing some research about Rural Housing Incentive Districts (RHID) and stated there will need to be a housing study to be eligible for aid from the government. The commissioners agreed this should be pursued and Joe told Jan that Robert Harrington with the Center for Infrastructure and Economic Development was at a previous meeting and Robert might be able to help with the housing study. Jan said he would reach out to him and see what needs to be done and find out the cost of the study.
Amy asked the commissioners to consider allowing an employee from the sheriff’s department to work the elections as a poll worker without having to use accrued time through the sheriff dept. The commissioners agreed, as some employees from the road and bridge department don’t use accrued time to work the fair.
By motion, the Board adjourned.
Attest: Amy Jo Tharp, County Clerk
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Pat Hall, Chairman