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C20110405                                                                                                                   April 5, 2011


The Board of County Commissioners' met in regular session at 9:00 am with all members and the County Clerk present.


The monthly department head meeting was held with the following in attendance:  Randy McCauley, Road Department Administrator; Rita Gee, Treasurer; Kristy Frazee, Health Department Administrator; JD Neufeld, Civic Center Manager; David Graber, Transfer Station Manager; John Crosby, Fire Chief; Jerry Jo Deckert, EMS Director; Don Button, Emergency Management Coordinator;  Mary K. Sullivan, Register of Deeds; Lance Babcock, Sheriff; and Richard Banes, City/County Inspector.  The Commissioners encouraged department heads to share ideas with them on budget cuts and to put a 4% raise increase in their 2012 budgets.


John Crosby, Fire Chief, Lance Babcock, Sheriff and Don Button, Emergency Management Coordinator shared a copy of the resolution Stanton County has for a countywide burn ban. Mr. Crosby commented that Grant County had never had a burn ban declaration before, but because of the recent fires he felt it was necessary.  The commissioners will ask the County Attorney to draw a resolution and present it at the next meeting.


Kelly Johnson, Data Communications Manager and Ryan Wilken from Pioneer Communications presented hourly rates for an IT service plan.  The computer labor would be $75 per hour and additional fees would apply for after hours and holidays.  Mr. Johnson also offered to include the web site maintenance at the same labor rate.  Later in the day, Carl Higgs made the motion to approve the labor rates agreement for IT service from Pioneer Communications excluding the website maintenance offer.  Marty Long seconded the motion and it passed unanimously.


Troy Payton, Southern Office Supply Sales Representative, presented a proposal to commissioners hoping to help with budgets by saving on office supplies.  He was not asking that county departments be required to use his company but their website would give good prices that are comparable to Quill and Staples.  No action was taken.


Danny and Melissa Justman, local citizens, explained their mission to host a Cowboy Church.  They will have church every Tuesday in the 4-H Building of the Civic Center Complex.  The Justman's requested the Civic Center use fees be waived.  It was the consensus of the Commissioners not to waive the $30 fee for any weekly event.


Randy McCauley, Road Department Administrator, brought the commissioners up to date on the progress to purchase bulk fuel for all the county departments.  Mr. McCauley needs additional security keys and a bigger storage tank to hold gasoline.  Marty Long made the motion to purchase from the Special Equipment fund a 10,000 gallon tank and the installation not to exceed $8,300 from Palmer Tank Manufacturing.  Carl Higgs seconded the motion and it passed unanimously.  Randy presented road crossing permits, which were reviewed and approved by the commissioners.  Discussion was held on culvert expense.  It was the consensus of the commissioners the county should pass the cost of the culvert onto the person requesting it.


Kristy Frazee, Health Department Administrator, requested permission to dispose of 2 scales that were no longer accurate and a set of chairs that were torn beyond repair.  Marty Long made the motion to dispose of the county property.  Carl Higgs seconded the motion and it passed unanimously.  Ms. Frazee presented bids from Manatron for $6,108.50; Tech-USA for $4,919.97; and 2 options from The Computer Alchemist, option 1 for $3,930 and option 2 for $4,605, to replace 3 computers in the Health Department.  Kristy informed the commissioners the bio-terrorism grant money would be used to purchase the computers.  Carl Higgs made the motion to purchase 3 computers at a total cost of $4,605 from The Computer Alchemist using bio-terrorism grant funds.  Marty Long seconded the motion and it passed unanimously.  Ms. Frazee shared her ideas with commissioners on budget cuts for the Health Department.


The commissioners reviewed the bad debt write-offs from the Ambulance Department.  Marty Long made the motion to allow the $7,185.62 write-offs and for them to be turned over to the County Attorney for collection.  Carl Higgs seconded the motion and it passed unanimously.   


                Carl Higgs made the motion to approve the minutes of the March 15, 2011 meeting, along with the claims against the various funds of the county.  Marty Long seconded the motion, and it passed unanimously.


                Discussion was held on whether to replace the damaged county conference phone.  Pioneer Communications will replace the conference phone at their cost.  Marty Long made a motion to replace the phone at a cost of $510.  Carl Higgs seconded the motion and it passed unanimously.


                An agreement from H.W. Lochner, Airport Consultant for their services to start Federal Grant Project 13 was reviewed.  The improvement would be to seal joints and remark runway 12-30 at the Ulysses Airport.  Carl Higgs made a motion to accept the agreement for $33,886 for basic and special services with H.W. Lochner as soon as grant dollars become available.  Marty Long seconded the motion and it passed unanimously.


                Marty Long reported on the informational meeting he attended concerning crossing county lines and forming Extension Districts.  Cuts to Extension budgets have forced some agencies' to consolidate and form a district office in other areas of Kansas.  No districts have formed yet in Southwest Kansas but with budgets cuts they could be forced to in the future.


                Marty Long made the motion to go into executive session for 30 minutes to discuss non elected personnel.  Carl Higgs seconded the motion and it passed unanimously.  After 15 minutes, the meeting continued in open session.


The commissioners adjourned at 3:15 pm to meet in special session to canvass ballots on April 8, 2011.





___________________________                                        ____________________________

Sheila Brown, County Clerk                                                         Linda McHenry, Chairman