Neosho County Commission - Regular Meeting

I will call to order the board of county commissioners in Neoso County, Kansas. This is Tuesday, April the 7th, 2026, and this is a regular meeting. It's 1:00, and we will start with the pledge of allegiance and the invocation by Ryan Van Pearson from the Gailsburg Christian Church. I aliance to the flag of the United States of America and to the republic for which it stands. One nation under God, indivisible, with liberty and justice for all. If you'll stay standing,

will you pray with me? Heavenly Father God, we come to you today and we thank you for this day that you have set aside to do the work of the county. God, we pray for every single person here. I thank you for every single person here who is about ready to speak, to participate, and to be a part of the plans that you have for this county. And God, I pray that uh above all, Lord, that we commit these plans to you, and that we trust you as you execute them for our good and for our benefit. And God, just be with us as we gather, Lord. May your wisdom speak reign supremely here today. and may we seek you in everything we do. In Jesus name we pray. Amen. Amen.

Amen. Thank you.

Are there any additions, corrections, or deletions to the agenda? I need an executive session, please.

Okay. So, we need to add a special accounts payable to the consent agenda. And then I think our county counselor needs an executive session also. All right. Uh commission comments or reports. anything that you guys have attended representing us that you want to talk about? No, I haven't.

Okay. Um, Chassity and I, the clerk, went to a budget and finance workshop on the 27th. Guess it's been a week and a half. Um, this is my third time going, but you learn something new every time. and I think we are getting a better handle on our budget and just excited about what's coming up and looking at our finances and where we are as a county. So, I appreciate being able to go to that. Um, I did want to thank the road and bridge and their crews who worked uh during the recent heavy rains that we had and had to close some of the roads. So, I appreciate them getting out there and doing that extra work to keep our keep our people safe. All right. Next, we have public comment. Seeing none, we'll go on to the consent agenda. So, I'll make a motion to approve the consent agenda in the accounts payable in the amount of 285640. The special accounts payable in the amount of 19,800. Payroll clearing 98,15915 and we have five non-elected department head leave requests.

All second. All those in favor? I. I. Motion carried. All right. Now we have a couple of proclamations that we'd like to do. if um presented by Hope Unlimited. Hi everyone, my name is Brandy Foster and I am the sexual assault response team coordinator for Hope Unlimited. Um we're just here asking today for you to proclaim April as sexual assault awareness month. Right. My name is Alandrex. I'm the bilingual advocate at Hope Unlimited.

Nice. Um, do you guys have any questions about hope? How are you coming along with your new building? Um, is that still Currently, our director is the only one that knows any type of information on that. Um, okay. I unfortunately am not in the loop of that. Well, I know we've been approached a couple years ago and still anxious to Yes. To my knowledge, it's looking great. So, looks like progress is going good. Okay. And then do you guys want me to read the proclamation? I would like to have uh the proclamation read. Okay,

perfect. April marks sexual assault awareness month, a time to honor 25 years of progress and recommmit to creating safer communities for all. This year's theme, 25 years strong, looking back, moving forward, celebrates the resilience of survivors and the communities that have worked for change. Prevention starts with all of us. It is how we support one another, practice consent, and create spaces rooted in care and respect. When we act with intention, we move closer to a future free from violence. We honor the survivors who have shared their stories and advocates who have led the way. Their courage reminds us that prevention is possible and that each of us has a role to play. As we look to the next 25 years, we renew our commitment to building a future free from sexual violence. Together, we can continue to strengthen prevention, support healing, and create communities where everyone feels safe and valued. Um, a couple statistics. Most women and men across all sexual identities who experienced contact sexual violence reported that the person who harmed them was someone that they knew. And over 53% of women and over 29% of men reported experience contact sexual violence. And one in five male victim reported only male perpetrators. One in two had only female per perpetrators. And about one in six had both male and female perpetrators. uh 25 years strong. Every voice matters. Every action counts. By standing in solidarity, we can build a future free from sexual violence and create a world where everyone is safe, valued, and respected. Thank you.

Motion to accept sexual assault awareness month of 2026 proclamation. I'll second it. All those in favor? I I motion carried. Thank you. Is that the original? Uhhuh. This goes to Brett Gail. I think Brad already signed it. Did he? Yeah. Okay.

If you could sign this. Stand that one.

There you go. One's for chassity. Okay. All right. All right. And then our second second proclamation is child abuse awareness month.

Hello. Um my name is Donita Garner and I am with the Hope and Limited Child Advocacy Center and um I am partnering um we are partnering together with KA the 31st Judicial District and Kansas Children's Service League and we come every year. I can't remember how many years we've done this. quite a few and we we love coming here and um and asking you guys to proclaim April as child abuse awareness month and would you like to read that?

Sure. Um the federal program for child abuse is brought to us by the Kansas Children's Service League which is the oldest charity in Kansas that deals with children. Um and this is their proclamation for the federal program. So this is nationwide. Whereas every child deserves to grow up in a safe, stable, and nurturing environment free from abuse, neglect, and exploitation. And whereas a child abuse and neglect remain a significant public health and community concern impacting millions of children and families across the United States each year. And whereas the long-term effects of child abuse can be profound, influencing physical health, emotional well-being, academic success, and future relationships. And whereas prevention is possible when individuals, families, schools, faith communities, businesses, and civic organizations all work together to support children and streng strengthen families. And whereas evidence-based programs, early intervention, and community education pay play a vital role in reducing risk factors and promoting protective factors that help families thrive. Whereas organizations and advocates across our nation and our state, including child welfare agencies, educators, health care professionals, law enforcement, and volunteers, dedicate themselves daily to protecting children and supporting families in crisis in crisis. And whereas April has nationally been recognized as child abuse prevention month for a very long time and a time to where raise awareness, promote prevention strategies, and encourage all

citizens to take active steps in creating safe communities for children. And whereas the symbol of the blue pin wheel reminds us of the bright futures all children deserve and the collective responsibility we share in ensuring our children's well-being. Now we therefore the commissioners of Neosan County are asked to hereby proclaim April 2026 as child abuse prevention month. Thank you. And we are also um promoting Wear Blue Day, which is April 10th. So, if anybody would like to wear their blue colors and take pictures and tag any one of us, we'd love to share the support. Nice.

We also brought you buttons to wear. Oh, and little pin wheels that we'd like to hand them out. So, I'll make a motion that we proclaim April 2026 as child abuse prevention month in Neos County. Second. All those in favor? I. Motion carried. And I did say one thing that's probably going to be missing at the courthouse is the pin wheel garden this year, but they are for the city of Erie going to be putting one down at the new daycare center. Yes. So, yes, one of our board members served on Yes. board there. So, she Thank you. That will be nice for the community. Stella didn't want to have Erie miss out.

Beautiful in the wind. So, we'll have plenty of that.

Yes. Um, I have a couple statistics while she's passing up stuff. So, out of all of the reported incidents of neglect and abuse that were reported to the um, Department of Children and Families, Neoso County only accounted for 0070% of the statewide number. So that's that's really good compared with Sedric County which has 23.82% of all calls. So and the numbers have gone down substantially over time and they continue to go down. We have been successful in the building.

Thank you for your guys's work in this area. It's very needed. Would you do a picture with us? Sure. Look at these crazy chairs over here. Can we all get back here?

I think we want to watch it just says neos. All right. What does that look like? One, two, three. That's enough. That's a lot of pictures, wasn't this? Appreciate it.

Thank you very much for hosting. Thanks for coming. Thanks for what you ladies do. Thank you. All right, we have another scheduled attendee, Jeff Nooks. That we see you every year. Excuse me. Yes, you do. Yes, you do. Good afternoon, good afternoon. Just here again about mowing on the north side of the jail that we've done for several years now. Just got to obtain permission from you. Okay. We've got the contract that we sign every year. Yeah, the same one would be just fine. Yeah, I just updated the date. Yeah, should be good to go. Okay,

I'll make a motion to approve the contract to Jeff Nes concerning mowing agreement on east side of the jail. No, north. North side of jail. Well, there's some on the east side. He's got all Yeah, I'll second the motion. All those in favor? I motion carried. Am I done? Um, you probably want to copy. Well, last year I had I just went in the clerk's office and saw him. Yeah, but I don't know. You have an updated one now. Oh, okay. Okay. Sheriff might arrest you if you're not.

So, yeah. Can you just take these up to the the clerk's office? Okay. We'll get Paul the sign there and Chassity. Thanks for continuing to do that. Well, yeah, it it's a Yeah, little hay every now and then. Ain't bad. Hopefully, if we get some more rain, there'll be some hay. Yeah, it's got a lot of what they call poverty grass in it. Oh, and nothing will eat that. So, need to put some nitrogen on it. No, you need the pod ash to get rid of that pod. Yeah, that's right. I might do a little something if I could get a longer contract.

Okay. Thank you. Thank you all. Yeah. Have a good one, Jeff. All right. I think we're ready for department heads. So, Sheriff, you're up first. Did you second that? Good afternoon.

Yeah, he pulled it. I've been attending the department head meetings for the policy changes and through some of that discussion um kind of realized that a lot of the supervisors and department heads had not ever attended any supervisory training um back in 2009 Sheriff Keith had uh brought in professional communication services which is Charlotte Raml um to teach a extended program to all the supervisors that the sheriff's office had at the time. Um I thought it was one of I I've been to a lot of classes that he'd sent me that cost a lot of money and this one was probably as good as any of them. Um she'd come in once a week um for 3 hours a week and and cover a module. Um the other supervisors or department heads um indicated they'd like more information about it, so I got asked to to bring that in. Um, essentially Charlotte's willing to teach the class. It would be 15 modules. Um, kind of lays out the duties and expectations of supervisor, um, how to do performance evaluations, uh, effective leadership, uh, conflict resolution, civil liability, some overviews of FMLA, FSLA, and ADA compliance. um she is willing to teach that um to up to 20 students for $12,000. Um so that breaks down to about $600 a student. Um it's 15 weeks long, three hours a week. Um she'll provide the handout material. I still use my handouts from 2009 every now and then as a resource. We're down to the exception of myself. I think there's only two supervisors left in the county

that took that class in 2009. Um, at $600 a person compared to some of our law enforcement supervisor classes at $2,400 a person for only 40 hours. This is probably a steal for the county to be able to put that in every employees or every supervisor's um personnel file that they've at least had some sort of supervisory and liability training. So, I was under the impression that there might be some money through travelers or

So, we talked about this. I thought it was a great idea. I think we all need to get on the same page and I'm always into training and and uh just more knowledge that our supervisors have, the better we're going to be. So, I was just mentioning that last meeting we talked about getting a refund from our workman's comp of 8,000. So, we could we just had put that I think in employee benefits, but we could actually, you know, use that for this and then it would only be 4,000. I mean, yeah, I think it's an exceptional

Yeah. Right now, we'd be looking Wednesdays from 1 to 4 um at the sheriff's office. That way, if the jail supervisors had an emergency, they can get back into the jail. But if you guys would approve that, um I think it would be beneficial to everybody. I have at least six supervisors that need it. and just calling each department. We're right at the 20 mark. So yeah, I think even our assistants or you know second in line it would be deputy or whatever just part of our our future get everyone.

You just had a lot of questions going through even the handbook and stuff and just noticing that yeah we probably all needed some training. So, I'm excited that she actually will come here and and do it. And well, if the remaining 4,000's an issue, I'd try to come up out of my budget for well, because I have at least six that I need to have. Our employee benefits account has been not depleted all the way every year. I think we'll be fine. Okay. So, I'd rather just take it out of not everyone's department, but yet just treat it as an overall county training. So,

with that, good with that. Yep. I'll make a motion that we approve training for supervisors with Cheryl Charlotte Raml for 15 uh modules uh for $12,000. I'll second the motion. Any more discussion? All those in favor? I. Motion carried.

Thank you. And then I just need a five minute executive session with the commission Brett and HR for non-elected personnel. I'll make a motion to go into executive session to discuss personnel matters with non-elected personnel. for five minutes including commission sheriff uh council and HR resume back in 27. Okay, I'll second it. All those in favor? I motion carried.

We're back in session and no action was taken. All right, I guess Craig, we're done with you. Unless you talk about

talk about that now. Okay. So, I think we have some statistics on Queens Road. You have the new statistics. What did I just do with it? The second here. I just had it.

Yes. He just gave us So, there's a comparison. The first sheet is this last week and then we have a second sheet that was from March. Traffic's almost cut in half from what first week was and I know we've pulled over a lot of people down there and we've asked KHP to help with especially the semicommercial traffic. Um I think a lot of that has reduced the according to this the average speeds aren't hitting the the speed limit. um currently posted. I'd be a little ler to change that. Um, I think you're always going to have the anomaly of somebody speeding, but um, it's a little bit of a double-edged sword because I I don't want to advocate for for dropping the speed limit to or for keeping the speed limit where it is and somebody being in an accident. But with that said, if we've also had accidents where people were going much slower than the 55 and my personal recommendation be just be leave it where it is because it looks like vast majority of people are obeying the law. And so far there's not been any accidents out there have there. I mean I haven't heard of any but a little bit superstitious with the stone.

Yeah. Yeah. So far so good. The majority of the commercial traffic that we've pulled over are guys that aren't from this area that are going off a GPS and they passed 10 signs to get there and still take it because they can't read it. So guys have any questions remain I was asked to give my opinion on it. Yeah, I'm fine with your recommendation. Yeah, unless you have anything else with me. Thank you very much.

Okay, thank you. All right, Lori. Hey, good afternoon. Um, I'm just got a few little things. Um, first of all, I guess about a year and a half ago, 911 department uh went to Shenoot and we've been using the Trailblazers and one's still running perfect, but the black one is kind of shelled out. So, with your permission, David would like to I mean, it's setting up here at the courthouse because there's three trailblazers and he can use parts off of that one when one of ours breaks down. So, if you don't have a problem with that, I'd like to kind of move that over to him cuz I know he said Tanya's got one

stars last week with the far. Yeah, the back hatch wouldn't lock or something. So, he took the lock off of the black one and put it on that. So, it is useful. I still have one you and then uh maintenance. So, if that's all right. Is one enough for me? Yeah. I have a track, too. Okay. So, why you want to buy me one? You want a store here at Road Bridge? I I don't know. Right now, it's setting It's sitting over here. I I don't know what you want. I restore down there myself and not on the campus here. So, okay. I mean, I can I mean, I I just think we need to keep the clutter away from the courthouse.

Well, I think the reason I pulled it up here is because I pulled it up beside hers so he could switch it. I I get it, but I just I can have you. I mean, I can Do we have room in the garage? What's in the garage? Well, I think they're just parting it out anyway. So, yeah, they are they're just using parts and stuff off of it if that's okay. I mean, we did get a lot of miles out of it and the gray one is still running at this point. So, so hopefully that'll work out. So, is that okay? No problem. Sure.

Perfect. Um, exciting news is last week, even though it was a very trying week, we did get our new desk installed. They're beautiful. They work wonderful. Uh, we have one that's not complete because it came with a faulty uh switch, but the switch should be in today and the company will come back and put it in. Uh, we took our old ones and thank you, thank you, thank you to David. He was essential in this uh for yes

moving the old ones which meant tearing them completely apart and taking them to the gel. I haven't had a chance to go back to the gel but I talked to Brandy and she said now it looks very professional and they don't care if they don't elevate. So, but and before they had to share one workstation to where now she has two working, three working, they have their own little station to work on and be able to sit down and work on stuff. So, they're wonderful. If you'd like to come see them, we welcome anybody that would like to come see them. So, they are um we're really enjoying them. So, thank you to you guys. some of you guys should say. Um I do have a letter I'd like to read to you um just for notification more than anything and that is to the board of count commissioners. This is my int tentative notification that I will be retiring on July 31st 2026. I would like to thank the county for the opportunities and training that I have received during my 21 years of service for this county. As soon as I receive confirmation of eligibility from uh Social Security, I will be submitting my official retirement date. But I do want to put that out there so we can, you know, start moving forward.

What was that date again? Sorry. July 31st. The 31st. I was going to say 31st. Yeah. I got 31st in there. Yeah. I got to have my birthday first. Do you need this? Okay, I'll leave the original.

So, yeah. How many years? 21. This time it's been 20, but I've worked for the sheriff's office uh another time. So, I had in two and a half years then. Oh, wow. So, but long time. So, I'm I'm ready to hand the torch over and let somebody younger, energetic jump all over it. You get that. Do what? I get that. Yeah, you you get to that point. So, you kind of get it. Um, and I would like to have a fivem minute executive with council uh commission and HR, please. For non-elected.

For non-elected. Yes. You doing this one? Yeah. We'll move to recess an executive session to discuss personnel matters of non-elected personnel for 5 minutes including commission emergency management um council and HR for 5 minutes to return back at 142. I'll second the motion. All those in favor? I. Motion carried.

Okay, we're back in session. Um, we're going to go back in session for another five minutes. Come back at four. Let's just say 150. Same people, same subject. I will second it. All those in favor? I I carry

What time did I say? 1:50. We're back in session and no action was taken. And I guess we're done with Lori because she left. So Tanya, that's all you have? Yes, actually. No, I uh I need a probably a 20 minute executive uh attorney client with Brett and the commission and myself. Motion to have a break before he is back. Okay. Couple minutes. So, you want 25 minutes? Yeah. Oh, well, five minute break 25 minutes.

So, we're going to come back at 2:20. Yeah. So need a second one. Uh yep. I'll move to go reassess an executive session to discuss being privileged toward the current attorney client privilege relationship with 25 minutes till 2:20 uh including commission counselor and appraiser. I'll second it. All those in favor I motion carried. taking a five minute break.

We're back in session and no action was taken. So the only other thing I have today um our Ashgrove appraisal did come in and our bill uh for the other half that we owe them. We put a down payment. The other half of the bill is here. Um, if you guys are okay with me submitting that through uh Chassity, I will get that up to her. Yeah, out of the courthouse general, I think is where we paid that. I'm not sure what you paid it out of the first time. So, I thought I'm sure it was not that.

That's what I've got to. Thank you, Tanya. Miss Cindy. Okay, good afternoon. Um, I think I only have two things because we knocked out a couple already. Um, the first thing is, thanks for the reminder. Um, I didn't bring it down, but we got our third and final bill from the Arnold group for the wage study. Um, and I put that in the AP basket. Um assuming it coming out of the courthouse general like the last two. Um if that's okay to put it in there and have that paid.

Yep. Okay, perfect. Um I'll just leave it where it's at then. Um then I just need a fivem minute non-elected. So I'm requesting a fivem minute non-elected regarding road and bridge personnel. um for five minutes to include council commission, myself and uh road and bridge director, please. I'll move to recess into executive session to discuss personnel matters of non-elected personnel regarding road and bridge for 5 minutes to include commission council HR and road and bridge director and we'll come back at 26. I'll second the motion.

Going to be a fast five minutes. Yeah, it it won't it probably even take five minutes. All those in favor? I motion carried.

We're back in session and I'll make a motion to approve the hiring of one Rodenbridge employee effective April the 6th of 2026. Second. All those in favor? I. Motion carried.

Just get your signature. All right. Um, I did think of one other note I wanted to point out. I did add a different report to your packet for what I put in the stuff upstairs. Um, there is an overtime report in there by department. I'm going to start providing that monthly, but it won't be until like the month is over. So like you'll probably get April's the first week of May. Um simply because I'll give you the first to the end so you can see what monthly. Um so it'll be two paychecks. Mhm.

Yes. Usually so you can compare and just kind of see where things are going. Thank you. I appreciate that. So all right, that's all I have unless you guys have something for me. I'd prefer not to have anything. There's already a lot. Okay, thank you. Yes, we're down to mic.

Good afternoon everyone. Again, don't have a whole lot on my list today. Um, I did email you regarding the uh proposed spring cleanup. And that would be the week of u April 28th through May 2nd. That's about the same week we've done in the past. Have a motion for that. I will make a motion to approve spring cleanup according to Ocean County Landfill week of April 28th through May 2nd with tires still being half price tires.

Yeah. Uh we have more details that we'll put in the paper. Yeah,

I'll second it. Any more discussion? All in favor? I. Motion carried. Um, also I have the the the quarterly report from CFS um regarding where we're at on various projects in the county. Yeah. And also uh I don't have it on my list here, but uh Mission Construction has completed the uh cleanup on the North Island Bridge. So, um they'll be sending us a bill for that here at some point. Uh also, Bettis Asphalt, they finished the intersections up on um I guess it would be Elk Lane last week. They had a little bit more paving to do. And then they I just called uh Bill today, Bill Delage, and he said they've got the rock wedge on last Friday. I haven't been up to look at it, but uh

Good. He said they finished that last Friday. Um we're going to be going out for chip and seal oil bids the next meeting. That'll be what, the 21st. another next meeting. Yes.

So, we'll have that on the agenda. Um, we've already covered the traffic channel on Queens Road last um Thursday. Brett and I were able to meet up with the the two property owners on the 30th Road uh bridge project and we've got signatures on those. Um so I think we've got that pretty well taken care of.

The commission sign the purchase agreements and radio and then we'll write them checks. Yeah, there were two forms that had to be completed. I was able to fill those out a 1306 and a 1304 and I got that to Hubble and K do guy and so I think as soon as we send the checks we're good to go on that project and that'll keep it on schedule. I believe the leting will be in either June or July for that project. So,

but thank you for doing that. I know that was it's everybody's busy, but we finally got it and there was some special circumstances that delayed that for a while that but anyway, we we finally got it done. And interesting bridge project, huh? Yeah. So, that's all I have on my list. That's all. That's it. No bills. Not this week. You got the equipment down from K.

We haven't picked it up yet. It's It's We got notification we can pick it up. We just Last week was a short week and and with the storm that we had uh Wednesday night and timing wasn't very good on that. That's never very good for a storm. But, uh, we, uh, we were pretty busy Thursday trying to get some wash outs, uh, repaired since Friday was a holiday. Anyway, hopefully we don't have any more 4 in rains overnight. Well, all week

starting Thursday night, they're talking tornadoes and spring weather. I hope they're wrong. But anyway, so anything else? I got a couple things, Mike. Uh that bridge, Flat Rock Creek Bridge there on 120 hasn't been cleaned out yet. And I brought that up.

Well, we had that I had that in the works with a guy that was going to take care of that for us and he unexpectedly passed away about two weeks ago. And so I don't now we got to start over basically. I mean I hadn't put that in the proposal to the commission yet but I had talked to him and he was he had looked at it and we're going to put together a surprise and uh and he he passed away. So I think we first got that trackco I think we went down and used trackco to clean it out. got Jim Pauly permission to put the pile there so you could just burn it. Yeah. And I also got a call from Don Babcock down there on Auto Road. I believe you and your office help talked to him.

Say that again. Uh Don Babcock on that 80th road one mile from the 59 highway on the curve. He said that it's real dusty down there and he wanted some uh no truck through $500 fine. He said you guys wouldn't do it. And then he said he was told that it was a KOT issue, which that's not a K dot road on 80th road. We're at

No, no. Ottawa Road. 59. Just straight off 59 before you when you make that curve to go to the overpass. There's one mile right there where they used to have the school bus pick up kids there. Okay. It's not a full mile. It's Well, what whatever. It's not even close. But no, we haven't. If the commission wants to make that a no through truck road, that's your decision. But we never even talked about that. Yeah. Well, he almost got hit mowing the yard. That's how bad the dust is. Well,

are we getting anywhere with state on that, Mike? I've requested reimbursement from the state on the roads and that was one of them that I had on the list and we haven't heard back from him yet. So, okay. Well, I did call up Darren up at KOT and I was talking to him. I said, "Is there any way we could put road closed signs at 20th, you know, closed to nothing but uh local traffic?" and he said he'd check into it to get with the contractor, which that would kind of solve a lot of problems if they could do that. Road closed on on 59 highway. Okay.

Twin Cemeteries. Okay.

He said he'd get with contractor and see if they would do that, I guess. Yeah, cuz that's So, there's only one south of going east. The traffic's going to the east or they coming back? No, they're going from the south. They're coming from the north and going south. And uh they got no through trucks into the back county, he said. But we don't. But they're supposed to be letting local and a trucks through. True. But he said that

but the resolution doesn't say that. Now he'd have he said he let's see what he said. He said before this that bridge got shut down there was like six to eight vehicles a day. 8 to 10 rather. Now you estimate at 250 to 300. Yeah. I wouldn't be surprised. Yeah. But uh but see that's what I sent the commission and Brad an email some time back regarding the authorization of of possibly issuing permits or something like that for trucks and we decided to just leave things the way they are. Right. So but we have to let the local trucks through there.

Oh, I see that. I mean, if you if you don't allow them to go through there, then you're going to have to make them take the official detour, which would put them clear over on 169 and back around. And well, if they're local, if they're local, they won't have a problem, you know, but from what he's saying, there's a lot of big trucks that are not local going down that road.

Well, how do you segregate those? And that's why I sent that email out. Do you want to issue permits for local trucks or do you not? and uh there was no decision made on that. That's exactly why I sent that email to you and and we decided to just leave it the way it is for now. If it does a problem, I we recont maybe and yeah, I'll I'll call them again and uh see where they're at on it. I think there's just a couple houses down there. There is. Yeah. That whole stretch need to be treated. I agree with that.

Yeah. And we've got a 30 mph speed limit on that. So, yeah. Yeah, he did tell me that. Yeah. So, okay. So, you going to talk to Kod about some dust control? Possibly. I will talk to him again. I've already visited with him about that and sent an email to Well, I I brought it up to D today. So, so he's already aware of it, Mike. Yeah.

Usually we have this done ahead of the project. This time there was some K dots short-handed to and then one of their top people had a pretty significant medical issue and so that's kind of why we got behind on this project. So hopefully we can get that taken care of. Uh commissioners, did you have a chance to look at that July 1st meeting about Mrs. dismiss problem. I did not.

Well, I did. So, who's who's pushing this? Who's behind this? Uh, she is. And so is uh OD Daniels. They were the ones that were opposed to it when we discussed this the last time. He uh I talked to Mark about that brown road you rocked down there by the cemetery, Brown Cemetery. And he said he was good if you guys wanted to ditch that cuz he needs a couple new culvers, you know, on that on the south side. Well, I thought we were talking about the waterway on 40th road.

Well, that's Yeah, that's what this was right here, what you drew up. And then on the meeting, Nick, you advised Mike to draw something up for us. Well, I had him get the topographical map to show the flow of the water. So, what is this for? Huh? And when the when the fence was built, Paul, we had that opened up and it got shoved back. The work that we had done got filled back in. So, I just want to show how the water flowed from uphill downhill. cutting the drainage of where I should go.

I have no problem going down there and opening this back up and doing it the way it should be done. I'm in agreeance 100% on that, but I'm not going to set foot on that property unless we have written permission from the land owner. And the last conversation we had with her in here, she didn't want us on her property. Don't don't step foot on our property. It needs done. I agree. Uh but uh the last time we talked about this, Paul, it didn't go so good. Yeah. Well, I'm just going by that meeting. You guys need to look at it.

Well, I thought it was understood not to go back on her property. You know, this she changed her mind. I don't in that last meeting she was at, she never said, "Don't come back on my property. It wasn't on there." I don't know. Supposedly, she did what I was told. Just look at the meeting. I think she came in public comment on one of them, right? She was she was here for three meetings. Yeah. I talked to her about what meeting she was at. But anyway, I guess we'll just drop it.

Well, I think she needs to communicate with us that she wants to change what she told us last time she was here. We'll get a written agreement on the gun property because she told us not Yeah. The reason is protect both of us. Yeah. Reason is that we went on the property without permission. What you told me. Did they not clear out a hedro in there? Mhm. For their friends. Yeah. It all happened at about the same time. Okay, Mike. That's all I have.

Anything else? Thank you. We just ask we've already previously approved these agreements with you want to sign all three and then chass your notary. Okay. Sign me your signatures. So this is for the 30th bridge. My stamp is done. Let me see. Were these the green?

Well, but you have the price. Yeah, like that. Is that the same? Yeah, it's the same price.

8655. 28643 and 745 first land. And what was the other one? 74. All right, I think now we're down to unfinished business. We have approval of township and cemetery report forms. So we all received a nice booklet which we've never done in the past but for Chassley brought to her attention that we need to approve this. So we just need a motion approved submit a report.

So we can approve as submitted approved with noted corrections are returned for further review and revision. I don't think all of them are correct, but I think we just need to approve. I mean, they've already been submitted to the state. Yeah. And now we'll have a uh process a process in the history of previous year at least. So it's interesting to approve township annual report. I'll second it.

Any more discussion? All those in favor? I motion carried. So these all the cemeteries and the townships are taxing entities. So it is interesting to see that history and the expenses that they have and how much money has accumulated.

Yeah. So next is the advantage contract. So we had tabled this um because I had asked what last year's was. So last year was 480, now it's 576. Any changes or it's just degrees? There it is.

Yeah, I think it's the same. Again, I think they do a good job for the county. Oh, yeah.

Sure. The price. I'll make a motion to approve contract number 41854 with Advantage Computer for the DBS annual software assurance with three support hours at the price of $576. I'll second the motion. All of those in favor I

motion passes. Excuse me. to be from courthouse general. I think that's all in there. County purchasing policy. talking about the changes. Yep.

Um, yep. Sorry. I think that got left at my house. Did not make it here with everything. So, the last Wait, I'm sorry. Here's my purchase policy. Um the last department head or two meetings back I guess we did give the latest uh purchase policy we were looking at to the department heads and I asked them just to give me feedback anything that they wanted to see changed or improvements or questions that they had. So, I think we had one was questioning to make sure that this doesn't include like everyday purchases uh such as ink or postage or um so we're getting quite a detailed little list of purchases that are not subject to this policy. And then we did get several changes from Mike with Road and Bridge. So, I again did some research um on some of the limits of what other counties are doing and I've been kind of watching our accounts payable too of where things kind of fall in line. Um, couldn't remember if I actually I did print these out. Oh, this is Mike's.

So, I think the last one we had was up to $2,000 or three informal quotes advised. not it's there's no requirement as far as documentation. Um it really should be a little bit higher than that. I believe there's just a lot of accounts payable that come through that over that price. It's just daytoday expenses. um just with our local vendors that whether it's buying, you know, printer ink or whether it's just parts for our mechanic at road and bridge. Um and then the three informal written bids would be

5,000 to 10. So see now, yeah, what equipment parts are in here? that wouldn't be so that wouldn't be in part of

right. So, it's really anything outside of those normals. And then it would be three formal bids where we actually go out, you know, give notice, have seal bids would be over 10,000. A lot of counties have 15,000. Um, I think that's a lot more reasonable. 5,000 just adds up pretty quick. Um, but here these are things to add. And I think that last one that I sent you someway, the explosives got taken off of this when we go and do I sent you another email that we need to add to that list. But I think that's what it was was on there originally for the landfill whenever we do a a blast.

Yeah, you're talking about the quarry.

We have them. That's what we're looking at. Yeah. So, it's been six years since we've actually have a purchase policy in place. I don't really know of any exceptions even to these limits. I think our department heads are really good about coming to us um and keeping us informed or asking for our approval at least before they go out and make big purchases.

Yeah. As you know, I said on the board, I'm overly cautious delegating out purchasing authority and that's got them in trouble. They had no okay that

they had they had a policy in place but it was such high numbers that board members were not being involved in was it even close to these limits variety up to a very large sum of them I just we got to be really careful Bill getting our authority be respectful tax or respons.

Sure. That's why I'm cautious to go too high on those amount. We can always deny it. We do have the final authority on all purchases. I just know that it was like 2500 and that pretty well sticks in everyone's mind. If they're going over that, they usually come and they ask, you know, but I want to make sure that when we get new department heads that didn't know anything about the old purchase policy, you know, we have something in place so that they can have something.

Well, I'm not against all. I'm just saying that I is I that's the credit card. It's it's not just the one that's when you spread that to multiple departments have that same impact. When you add several departments and there's five $10,000 and take 10 departments spend that's 100 grand. It's just but they also have that authority under their budget. I mean, so this would pretty much give you more precise on your bids themselves. Yeah, that's really what it's about.

And I I just that bid process is I don't want to see one I don't like say, well, I want to reach out one vendor. I'm I mean, unless you can prove there's only one B vendor in the United States. I don't like that. I So what you're doing is 5,000 to 10,000 is informal written bids, right? which they would have to submit after they here's here's who we contacted and these are the bids and I'm good with that. Okay, that's with their with their voucher they would give us that three informal written bids but with the three formal bids. Huh.

Even on the for phone it'd be nice if they document it. It's just it's good policy even at the lower end of it. Good policies that document it say I called this vendor for this vendor. These are the dollars. So there aren't single well I might be associated with this person or I might be associated with this person. They've done work for me in the past. I'm just going to that bit.

I understand. Yeah, I just So, do you want So, would you be okay with up to 10,000? They have to give us three. Well, it would be anyway. Even an informal bid process, they'll have to provide the document. This one doesn't say. There's no document required is what we have on it. So, we could just scratch this and just say up to $10,000 we're going to have written

up to 5,000. They should because who they're spending five grand anybody's money is even as an employee employer I I mean my employees never would have thought of going out and spending $5,000 of my money without talking to if they would they probably looking for a different location to work. There really aren't very many instances other than maybe sheriff or road bridge that would have large purchases like that that we would right

I mean most of those are on this exception and they're under at our discretion um made sense because you know there's that could be a copy machine or you know for machine we that we get two or three different people that we've got because we want the best price, too. You know, we're not just looking at a Cadillac and buying Cadillac. Okay. Well, we need to we need to decide on something. I just want to get something passed.

I'm I'm good with these values, but just kind of have the department be real realistic and say, "Hey, this is where we went out to." Put it in the line item. You can make three phone calls to find a number if you ask I know but if you're spending $5,000 you should be able to make three phone calls and say hey I went to this person this person this person these are the prices it's still informal I mean it's not that's not too hard you're talking 30 minutes on the phone five grand you can go spend 30 minutes on the phone and save $500 would You let your employment figure out first.

They just kind of do what they want. Yeah. Yeah. I bet they I don't think their budget is quite what some of our budgets are. You don't have to be kind of cranky and frankly I'm scared of them. I guess that's the difference. I'm not scared. Maybe we should be. I just want something workable and something that right now they can do whatever they want. And they don't I mean they're very courteous and they come to us. And so this would give them the same leeway, but it's actually given them more money than the 2500. Right. So you want to go back to 2500? We could go to 2500.

I think you could go to 2500. Nothing. Okay. And then 2500 up to 10,000. Then written three written bids. That's given when the voucher is approved. And then over 10,000 then we need to do formal they need to get our approval before they even go out for bids. Exactly. Come to us. No say hey I got these bids. This is the person I want or this is the person I got. Okay. That's not good business for us and it doesn't look really good to the public. Hey, you just spent 10 $15,000.

Okay. Do you have those changes? Yes. Mike, do I need to explain some of the changes I recommended? Do you want to go over them? We need to give oral authorization to the oral recommendation to the commission. Which one is that on? For example, that would be like when we go out for fuel bids and they they email their bids in and we only have an hour to lock that price in. Uh that would be because like standard practice how we did,

right? But I mean it it it still needed change in the policy because otherwise we wouldn't be following the policy. But we would just step out, review the bids, come back, make the recommendation to the commission, you would approve it, and then we would step out again and call the vendor and say, "Okay, you've got the bid, so lock it in." which well the key thing is do we on that motion as far as how you handle that time interest rate on finalization bid we will have to follow the company that's submitting the bids as to fuel prices we have an hour usually once they submitted to get it locked in by contract

yeah things have changed a lot in the last 10 years and uh when I first started here we would just approve it at the next meeting. Uh that's not the case now. So, um changed a lot because we got hooked with county not having enough money at the end of the year when fuel jump from a buck 80 to $4 a gallon and we that's why we start locking in bids for annual price. So, I'm really glad we've got it locked in this year. Yeah. Especially diesel. Yes. Okay. I think the other ones the changes were just clarification.

So, what we need to do I my understanding is we still have to have a resolution. So, here are a couple of resolutions that we've pa had in the past. I don't know if you have a copy of those basically approving the purchase the purchasing policy. So maybe let's put that on our next meeting is accepting the purchase policy through a resolution. Okay. I've got the policy updated with the amounts and the changes discussed.

Okay. And I don't know if if it would help if we had like an informal bid summary. So this is what I've come up with. I don't know. Um the formal bid usually Mike has something that he makes but I think I don't know that just might be an example we put with the purchase policy so that people have an idea of what we want but I think that's basically what we want on the informal bid. some of our bids like on for fuel and chip and seal oil and stuff like that. We've had it in place for years and we just send that out and say this is what you need to do to submit a bid to us. So we're not reinventing the wheel,

right? And I don't know who else would go out for bids would probably just 2500. Okay. It's just something. So like here's one he had for on tires. just here's one he's in and here are the quotes that he had. So I think that's pretty s I think the informal one we haven't really done.

So I was thinking it would be nice to come up with a form that we could agree on. So, I think it would be nice to just have that example because if we're going to require them to have an informal bid summary, then we need to have an example of that that they can use and they can adjust however they want. So also in that on your format there would have some way if there's a maintenance cost or a maintenance well I've got I think I have a variance

variance as far as they can describe there's going to cost well to maintain it after this year we're going to have a yeah so yeah because there may be consider it's legacy cost to that product right so that's a place to put that on that form Or maybe someone has a a u yearly fee to maintain it or whatever. Or someone else might have something, you know, a onetime fee when you buy it or whatever. Cost if you had one. Yeah. So, okay. I think we're getting somewhere. Pretty close. Okay. Let's keep working on that.

I think get this hand. Okay. Okay, we cannot put this levy. Huh? This levy. Let's see. What do we have next, supervisor? Well, no. We got a couple of I think we need to have the executive session with Brett for unfinished business. How much time do you think we're going to need? I think we're just going to need about 10 minutes. Let's say 10.

Okay. I'll make a motion to move into executive session to discuss deemed privilege and current client relationship uh for 10 minutes to return back at 3:17 with commission and counsel. I'll second the motion. All those in favor? I. Motion carried. I

back in session and no action was taken. Is Sandy still around? She went upstairs to finish. Might as come down. All right. So, we'll wait on that. So, we have the butler levy. Is it time to go?

So, what do we need to do on this? just uh appoint her. Appoint them. Yeah. And I think I just resign my other correct. Yeah. Is that something that you do appoint? Yes. Superintendent they have to be appointed. Yes. Um do they have an option? Have we talked to the district themselves?

She brought this in and just dropped it off of us. So we have to accept the resignation of Theodore Camber as Butler L district supervisor. So we need to probably contact district see who's I mean she does own is there most of the land down there. There's a second piece or something. Oh, okay.

Did he resign here? Yeah. Do you want to go? Is there funds that are outstanding in that? We do. Okay. Dick, is that just acres of levy or Yeah, just for ground for protected acres. Yes. Okay. Protected acres. All right.

Yeah. The district has the 218 acres. That's just protected within that living district. Sorry, we've gone on to another vote. So, we need to make that two motions or Yeah, two motions. I made the motion to accept the resignation. I'll second it. All those in favor? Hi. Hi. Who is Sh? Yeah. Says,

do you want to make a motion then too? Um, I'll make the motion to accept uh the appointment of Levy super Butler County or Butler Levy District Superintendent as Katherine Shs as one of the majority land holders within the acreage. I'll second the motion. Any more discussion? All those in favor? I I motion carried. Okay, Paul, I think Cindy's back down here. Yeah.

What did you Yes. I mean, yes, Paul did. I'll holler next time. You're okay. I need a 15minute non-elected for which department roadenbridge the commission council and Cindy have mic in n

I think it needs to be an option that road and bridge director come in be able to be pulled into it. There's a question. I guess I'll second it. I'll make the motion. Let's make that clear. Yeah. I'll move to recess into executive session to the discuss personnel matters of non-elected personnel regarding road and bridge for 15 minutes

with the commission council HR and road and bridge director if needed. So we'll come back at 3 7.

Yes. All those in favor? I I motion carried.

No action was taken. Who you talking? Can we be in back in session? Yep. Budget calendar. What did you have in mind? Oh, lots of stuff. Okay. So, there is a budget calendar in here that was given out earlier with no real dates, specifics. We've done the outside entities. When are we having more outside entities come? Next meeting. Next meeting. Do the ones miss. The ones that missed us. Two or three? Three.

Did you catch the city meeting last night with PDA? the work session's nonions. So, um, so that's happening. That's not even on here. So, so one of the things that we talked about in our class was having maybe a few more policies of how we go about our budget. And I think Chassity's gotten a few things together on that. Yeah, it's still a work in progress.

So, when's the evaluation due? It's in like May the 10th or 5th or something or June, sorry, June. June 1st. June 1st. I'm scared. We don't have the final number till We get scared telling you no. We don't have the final number on till 10th. No, it's like fifth or 10th of that month. always. I know we have a tenative usually due at that time, but I think we practice test one. Yeah, that's what I was saying. I know it's usually not on the first. It's within that week afterwards. Yeah. Yeah, it's due the first, but

So, yeah, part of that is part of the the budget. Um, right now there's a bill that the Senate and the House passed um could be vetoed by the governor on property tax. So, you know, the talk has been that counties are bad or something like that.

2475 20 I think it's 2745. Um, so there would be I guess rest even more restrictions kind of back to the RNR. Um, so I feel like before we actually ask department heads to give us their budgets, we need to like have guidelines as to where we're going with our budget. Um, you know, do we want to stay within RNR? I think we can decide that and then work from there. Um, it's going to be difficult because we went below RNR. So now we went below RNR. Now this next year's RNR is still down there. We can't go back to where we were. So that took $250,000 out of our budget right there that we have that much that less to work with. Um, I don't know. What are your guys's thought on that?

I'm not knowing how she's signed. It makes it could be pretty. So, the talk is she's going to be veto it. No. No. Well, that's true. She vetoed eight yesterday. So, I don't

I know. But she didn't veto that one. Um, so if it passes, if it stays law, um, we put out our budget, send out the RNR notice. On that notice, there's a little thing of if you disagree with this and you want to protest, you can send it back in basically. And if 10% of the registered voters turn those back in, then we have to go back down to RNR. M the problem is those things are so far down the line we may have passed a budget and then two or three months later we find out oh there's protest.

So um it is not what they originally intended and there was just so much back and forth that they ended up with something that just really doesn't make then they threw in school systems also and cities. Um, so it's not just the county, but I mean realistically it would be nice to stay within RNR, but they also brought up like valuation discrepancies between count across the board throughout the state. I think that was

can't see huge value increases in certain counties because there were some that were 70% increases in valuation. Yeah. And we were really I think we were on the bottom end of that scale 17 if I remember correctly. 11 I mean overall overall with RNR we were at 11 I think. So yeah we're in the top five as far as that. So at the better end of that. So

I mean there are other things to look at because we were talking about this with the Butler County or if you look at McGomery County they have no sales tax. So everything relies on their their mill levy where we're very fortunate to have the sales tax for the ambulance and you know now we have for the road and bridge extra things. So those things all play into it. Sure. And so in a couple years when we know the sales tax for the ambulance would come up if that was defeated 2002 I don't know for sure 2018. Yeah. So 08 weird. Yeah. Start working on it.

If that was defeated, then our property tax has to go back up. So we're not going to hit RNR. I mean, there's just no way because that's $2 million. 20 mill. Yeah. 12. Well,

somewhere in there. It's a large amount. It it would make us way over the RNR. Those things need to be considered, but in this bill, nothing like that is considered. Um, so anyway, I think we I think the goal is to be close to RNR as we can be. Um, I think another thing that I'm kind of concerned with, um, this year, what year

on our pilot fund, we are on our sixth annual contribution. We will receive that in May. So we still have 7 8 9 and 10 is only a half a million dollars. So we still have 3.5. But I think that we should not have that part of our general budget. I think it needs to be outside and um see if we can we kind of did this year but I mean this last year we pulled it. We kind of left it alone. Yeah.

So, we didn't use as much as we thought we would use like in the North River Bridge. So, it's kind of iffy, but I think that's one of my goals is not to have that part of the budget. And one thing that I think that we need to do is set aside that money then to do some long-term projects that need to be done. Um, we know that the jail is going to need quite a bit of attention there. Um the health department talked about, you know, they don't have their own building, road and bridge. Eventually, we're going to have to move their facilities. Um

after we go up up where building, we just go up. It's cheaper to go up than it is to spread out sometimes. I don't think that's a good idea. Damn. I know two or two.

So Aes County who is about the same size of us have started doing this but they're doing it very slowly. They hired like an engineer. They just for that year of the the budget they're taking out the engineer of, you know, let's get plans of what we need, you know, locate land or whatever, you know, then the next year they'll take the next step. But doing that whole thing at once, but yet being able to use this pilot fund and being able to do those things outside of our general budget will keep our R&R down. Um, another thing we need to consider, thank you for Cindy staying here, is the wage study. Are we going to go up another step? Um, I think that we should ask department heads to not include personnel services in their budgets because it will be countywide whatever we decide.

Right.

So, unless they want to bring forth we want we need to hire one more person in our department or whatever. But as far as any increases, that needs to come from us and it's going to be the same countywide. And that's what some counties do always is personnel services is off the board except for the commissioners deciding overall. And so I think that needs to be relayed to the department heads and then um Cindy can bring forth some options. Um we're at 40% of the wage study. So, I think we made huge steps in getting things evened out. Um, and then we'll have to look overall where we're at as to what we can do. But I think that

if they cut the property tax or handcuff there, it' be a horrible Yeah. So, we'll just have to see, but that really is up to us and it's going to be countywide. So those are some things but I think we need to put down also some capital improvement plan as to you know this is what we need to well we probably just need to start with one year you know what are we going to have next year that are outside of the general budget that we need to take care of and maybe we can start with the sheriff's jail

jail some of those see if we can keep this outside of of the RNR and still get close to that. So there's still a lot of remainder last year in his budget too that was able to buy the radios. I do believe upgraded that if he has somewhat of a remainder this year maybe it'll help offset some of the capital improvements on them. So, that's something that we haven't done since I've been on here is to look at everyone's budget, if they have funds left, be able to set those aside for capital improve

capital improvements. Um, but then we don't have a carry forward like we are. And so, that's also going to cost us some mills to not have that carry forward. there's kind of a balance there that that some way is going to be offset. So, um the calendar that you have, you're saying April 14th, department head budget sheets are sent out. Is that going to happen? Yeah, that's what you're working on. So, next week,

I guess so. Um, I think we just need to include in there that personnel services be removed or should we just plug in the same amount that we had last year? Yeah. Use the current budget number. That's the easiest baseline that way. Yeah. And we Yep. We might have to adjust a couple of those because of promotions and hires and things like that. So I could roughly calculate that for those departments so we'd at least have that number.

Okay. Yeah. I think we just need to start with where we're at and then when we get our final numbers and get everything collected then we can look at those. Yep. and get away from having this department has raises and this does it and that's nightmare trying to figure that out. So, okay. So, sorry, you wrote a couple of things in here. 1st July.

That's more for townships and cemeteries. Oh, gotcha. Okay. So, right now it's the end of May and we have department head meetings with commissioners. It surely need 30th because that's a Saturday. Yeah, they were guest. We want it before then. Yeah, we can.

Oh gosh. We have the 28th. We have a meeting on the 28th. Yep. Should we make that an all day meeting? Yeah. On the 28th. That'd be work for my schedule better, too.

May 28th. Okay. Yeah, afterwards it's not going to work. Then in June, we have what? Two meetings. the 16th and the 30th. So, we going to come back on the 16th of June. Just try to have maybe some

some preliminary there

and surely we'll know what the state's doing by that time too and you guys will have your valuations done because all those laws will be signed or effective July one and by the 16th I should have u workbooks from state where we start plugging in some some numbers and not we can kind of start getting estimates she doesn't have to sign any bill and it'll still become law that yeah it's kind of a waiting game but they don't have a super majority to override a veto on that bill

on that bill. So, is that her mercy? Oh, I don't know. Well, or they go back and try to override it. They're not It's not going to happen, I don't think. But I will say both of our representatives and our senator did vote for the bill. So, just FYI. So, okay, there we got some more numbers for everyone. I haven't seen an amended bill as it went through both houses. I mean, they No,

it's out. You can read it. You can read it. I have read it. I tried to pull up one of them and when they change their number between the house and senate and then where do you go back to I think it's 2475 anyway I have a group of commissioners we've been going back and forth it's a 2745 property taxes house bill right yep yeah house bill 2745 was I looked at some of them were 2475 2457 or 20 what was it? Several out there.

It's been interesting conversation. So, um, yeah, there's just so much that plays into county budgets and every county is different and, uh, so, okay, so next meeting, we're still meeting at 1:00 and then the outside entities are coming at that time. Okay. Um, are we having chip and seal bids next time? So, what time do we want to set the chip and seal bids for? Uh, do we want these outside entities first? Can I get back with you on that? Okay. Well, I don't really care. Well, I don't remember.

Oh, did you already send it out? Not yet. Okay. We'll send it out tomorrow. I think we were going to have it set for 1:30. Okay. Did Do we set times for the outside entities? They're just coming at 1. It's not going to take that long. 1:30 should be fine. There's only like 10 minutes. Are they all going to come? Three. Three. So, CDA and the Osho County Area on Aging and District District Corner's not coming. Okay. So, 1:00 outside entities and then 1:30 we'll do bids.

Bid. Sounds good. We skip over ran back to okay is that it? I'll make a motion to adjourn the meeting. All those in favor? I. Motion carried. Be back in two weeks. 30 minutes earlier than I thought.