December 21, 2015 The Board of Ellis County Commission was called to order by Chair Martha L. McClelland on Monday, December 21, 2015 in the Commission Chambers, Administrative Center, 718 Main, Hays, Kansas at 5:07 p.m. The meeting opened with everyone standing and saying the Pledge of Allegiance. 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 Counselor Bill Jeter and County Clerk Donna J. Maskus. ORDER OF BUSINESS Motion: Wasinger Second: Haselhorst To add to the Order of Business Randy Marintzer to discuss a road situation; Public Work Interim Director Curt Hoffman to discuss a bucket truck; and an executive session for fifteen minutes on a nonelected matter. Motion carried on a voice vote three to zero. APROVAL OF PRIOR MINUTES No prior minutes were presented. CONSENT AGENDA To approve the Consent Agenda A-F, as presented, including the following: Voucher Claims Purchasing Card Claims dated December 16, 2015 for $67,526.17. Payment Voucher Claims dated December 22, 2015 for $319,153.99. Purchase Orders Purchase Order Number 7149, Document Resources, shredding services, Appraiser Office at $275. Purchase Order Number 7150, Tyler Technologies, mobile office software and license, Appraiser Office at $16,670. Purchase Order Number 7151, Mike Montgomery RMA, contractual services, Appraiser Office at $17,500. Purchase Order Number 7268, PCS Mobile, software maintenance, Informational Technology at $3461.10. Purchase Order Number 7270, Nex-Tech, firewall, Informational Technology at $1,099.
Purchase Order Number 7271, Nex-Tech, VM Ware license/renewal and new, Informational Technology at $14,400. Purchase Order Number 7272, Nex-Tech, 4 MS Surface Pro3 for field work, Appraiser Office at $6,011.84. Purchase Order Number 7285, Strobel Door and Repair, Incorporated, three steel front insulated doors, Building and Grounds at 5,327. Purchase Order Number 7324, Nex-Tech, LEC antenna project, Dispatch at $8,707. Purchase Order Number 7325, Ellis County Kansas Public Building Commission, one-half cost door lock upgrades at Emergency Services Building, Emergency Management at $5,000. Purchase Order Number 7326, Victoria Lumber, building supplies, Ellis County Fair at $15,282.86. Purchase Order Number 7327, Leon s Welding and Fabrication LLC, flag pole at Administration Center at $550. Purchase Order Number 7328, Ellis County Kansas Building Commission, one-half cost door upgrades at Emergency Services Building, Sales Tax Fund at $5,000. Purchase Order Number 7329, Ellis County Concrete, Hays, rock, Ellis County Fair at $2,968. Purchase Order Number 7330, Tri-Central, bulk paper, Treasurer at $2,130. Purchase Order Number 7331, Election Administration, Election poll book tablets and printers, Election Fund at $30,170. Operational Transfer Transfer proceeds from recent Purple Wave Auction for Public Works and Noxious Weed to Capital Equipment Reserve Fund at $78,025 for Public Works and $3,000 for Noxious Weed. Tax Roll Adjustments The following tax roll adjustments were presented: 2015000296, 2015000316 thru 2015000326, 2015000336, 2015000338, 2015000347 and 2015000348. The following tax adjustment number has been voided: 2015000335. Motion carried by a voice vote of three to zero. ISSUES FROM PERSONS NOT ON THE ORDER OF BUSINESS No issues from persons not on the Order of Business. EXTENSION REPORT FAMILY AND CONSUMER SCIENCES AGENT LINDA BEECH Family and Consumer Sciences Agent Linda Beech presented the Extension Report. Beech has been presented educational programs including preserving the family with estate planning, farm and ranch succession, preparing when disaster strikes, and program transferring family heirlooms. Beech had reached almost 450 people through these educational workshops.
HEALTH DEPARTMENT NOVEMBER REPORT Health Administrator Butch Schlyer presented his November Reports with revenues at $29,055.84 and 644 clients served during the month. JAIL HEALTH SERVICES Sheriff Ed Harbin presented two proposals for jail health services. Currently Health Administrator Butch Schlyer is taking care of the medical needs of jail inmates. Schlyer had reviewed the proposals that were received on the jail health care services and shared his comments on the proposals submitted. Schlyer liked the proposal that provided some clinical services and using a RN professional for the health services. The one proposal would provide LPN services with the health care. Schlyer stated that the inmate needs have included mental health needs. The two proposals will be reviewed and a decision on the jail health care services will need to be made early in January. 2016 SALARIES FOR ELECTED OFFICIALS AND DEPARTMENT HEADS Commissioners voiced that they would like to treat everyone the same when reviewing the 2016 salaries. Motion: Wasinger Second: Haselhorst To approve Resolution 2015-24 to include elected officials with a one-percent salary increase and bring the Register of Deeds up to minimum on the salary scale per the job study and Resolution 2015-25 for non-elected union ineligible employees to bring up to minimum on the salary scale and a one-percent salary increase. Motion carried by a voice vote of three to zero. RESOLUTION NO. 2015-24 A RESOLUTION ADDRESSING THE 2016 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. 19-101(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 2016 shall be: County Commissioner $19,388.13 County Attorney 78,747.92 County Clerk 51,710.63 County Clerk Election Stipend 8,080.00 County Clerk Comm Correct Stipend 3,030.00 County Clerk Comm Meeting Stipend 3,636.00 County Treasurer 54,665.54
County Treasurer Comm Correct Stipend 2,272.50 Register of Deeds 40,359.55 Sheriff 63,602.19 and BE IT FURTHER RESOLVED that the new salaries will be effective January 3, 2016, and BE IT FURTHER RESOLVED that all Ellis County Elected Officials on the County Health Insurance plan will continue to be responsible for paying 7.5% of their monthly premium with said obligation to be withheld from their paycheck unless mandates of the Kansas Non-State Employees Health Plan require an employee contribution of less than this amount depending on the employee s choice of employee, employee plus children, employee plus spouse, or family. ADOPTED BY THE BOARD OF COUNTY COMMISSIONERS, Ellis County, Kansas this 21st day of December, 2015. ATTEST: /S/Donna J. Maskus BOARD OF COUNTY COMMISSIONERS: /S/Martha L. McClelland, Chair /S/Barbara K. Wasinger, Commissioner /S/Dean F. Haselhorst, Commissioner RESOLUTION NO. 2015-25 A RESOLUTION ESTABLISHING THE 2016 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. 19-101(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 1.0% pay scale adjustment. BE IT FURTHER RESOLVED that the new salaries will be effective January 3, 2016, 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 7.5% of their monthly premium with said obligation to be withheld from their paycheck unless mandates of the Kansas Non-State Employees Health Plan require an employee contribution of less than this amount depending on the employee s choice of employee, employee plus children, employee plus spouse, or family. ADOPTED BY THE BOARD OF COUNTY COMMISSIONERS, Ellis County, Kansas 21st day of December, 2015. ATTEST: /S/Donna J. Maskus, County Clerk BOARD OF COUNTY COMMISSIONERS: /S/Martha L. McClelland, Chair /S/Barbara K. Wasinger, Commissioner /S/Dean F. Haselhorst, Commissioner PURCHASING POLICY REGARDING PRIOR YEAR EXPENDITURES County Clerk Maskus discussed the current Purchasing Policy that was effective May 12, 2014. Department Heads have asked if the time period to apply a prior year expense with an invoice dated prior year can be processed by the last business day in February. She has visited with the County
Auditors and this should not be an audit problem. The payment voucher cycle will influence this date also. To approve amending the current Purchasing Policy by changing the January 31 date to the last business day of February. Motion carried on a voice vote of three to zero. RURAL FIRE BUDGET AUTHORITY FOR BUILDING TRANSFER County Clerk Maskus reported that there is no budget authority in the Rural Fire Budget for 2015 or 2016 to transfer the revenue from the sale of the Rural Fire Station on 1208 Cedar Street, Hays, Kansas. Budget authority will need to be in the 2017 Budget to transfer these funds into the Rural Fire Special Machinery Fund. PERSONAL PROTECTIVE GEAR RFPS FOR 2016 Rural Fire Chief Darin Myers presented proposals to possibly purchase 14 sets of personal protective gear in 2016. Proposals had been sent out. Two complete sets will be paid for by Victoria City. The low bid has stated that they will honor the price in 2016. Fire Chief Myers would like to order the gear in January, 2016 with the cost out of his 2016 Budget. After discussion, Myers was asked to bring a Purchase Order in January, 2016 for the personal protective gear. CEREAL MALT BEVERAGE LICENSES AND DRINKING ESTABLISHMENT To approve Cereal Malt Beverage Licenses for Nic Baalman/GP Promotions, consumption on the premises, 1344 Fairground Road, Hays, Kansas, for year 2016; Josh J. Latka/Midwest 14esales, consumption off the premises, 2020 E. 8 th Street, Hays, Kansas, on December 30, 2015 and expires December 31, 2015; Josh J. Latka/Midwest 14esales, consumption off premises, 2020 E. 8 th Street, Hays, Kansas, on January 1, 2016 thru December 31, 2016; and Drinking Establishment License for Big John s Saloon, 2111 Catharine Road, Hays, Kansas, effective January 21, 2016 through January 21, 2018. Motion carried on a voice vote of three to zero. BUCKET TRUCK PUBLIC WORKS Public Works Interim Director Curt Hoffman stated that Haselhorst and Road Foreman Mark Polifka went to Kansas City and looked at a bucket utility truck that had very low mileage, clean and with a digger attachment that had never been used. Repairs valued at $3,500 had been done to the truck by the seller. They had approved this purchase at $31,500. ROAD RANDY MARINTZER Randy Marintzer has asked about a road right-of-way and another landowner request to build a road. Both Haselhorst and McClelland had viewed this road on Emmeram Road and 250 th Avenue.
This was viewed as private property and the County did not have record on right-of-way; therefore all parties were told that they need to work through an abstractor. ELECTION EQUIPMENT County Clerk/Election Officer Maskus asked to purchase 26 election poll book tablets and printers to use at the election poll sites in checking in qualified voters on Election Day. She had contacted three vendors with two bids received. The low bid from Election Administration gave a $10,000 discount at a total purchase price of $30,170. The payment will be $16,000 from the Election Fund and $14,170 from the Capital Equipment Fund 16. Commissioner stated to go forward with the election equipment purchase. UNION CONTRACTS SIGNED The Courthouse, Public Works and Sheriff Union Contracts have been approved by the Union. To approve the 2016 Collective Bargaining Agreement Union Contracts for the Courthouse, Sheriff and Public Works Departments. The agreement included the salary to minimum wage and a onepercent raise for all employees. The motion carried by a voice vote of three to zero. Chair McClelland signed the contracts. County Counselor Bill Jeter stated that the Emergency Medical Services Contract has not been approved. COMMISSIONERS Commissioners wished everyone a Merry Christmas. EXECUTIVE SESSION Motion: Wasinger Second: Haselhorst To go into Executive Session, for fifteen minutes, on non-elected personnel with Commissioners, Public Works Interim Director Curt Hoffman and County Counselor Bill Jeter. Motion carried on a voice vote of three to zero. END OF YEAR Executive Session began at 6:20 p.m. The Open Meeting resumed at 6:33 p.m. with no action taken. If any transferred amount exceeds dollars budgeted for 2015, then the excess shall be reversed back at audit time. ADJOURNMENT With no further business, Chair McClelland adjourned the meeting at 6:33 p.m.
The next regular scheduled Commission Meeting will be held on Monday, January 4, 2016, Ellis County Administrative Center, 718 Main Street, Hays, Kansas, after the Public Building Commission Meeting, Monday, January 4, 2016 at 5:00 p.m., held at the same location. BOARD OF ELLIS COUNTY COMMISSIONERS: MARTHA L. McCLELLAND, CHAIR BARBARA K. WASINGER, COMMISSIONER ATTEST: DEAN F. HASELHORST, COMMISSIONER DONNA J. MASKUS, ELLIS COUNTY CLERK