July 24, 2023 Monday, 5:30 p.m.
The Bourbon County Commission met in open session with Commissioners Jim Harris and Clifton Beth and the County Clerk present.
Bonnie Smith, Clint Walker, Rachel Walker, Jason Silvers, Michael Hoyt, and Mark McCoy were present for some or all of the meeting.
Jim Harris opened the meeting with the flag salute followed by a prayer led by Mark McCoy.
Clifton Beth made a motion to approve the consent agenda which includes approval of minutes from 7/17/23. Jim seconded the motion and all approved.
During the public comments section Bonnie Smith questioned why there were only three Commissioners and not five as Butler County, where she previously lived, has. Justin said it is how patrons formed it and to have 5 Commissioners it would have to be voted on. Bonnie said she received wonderful care by our EMTs when she needed it, but asked if EMS had to take patients to the emergency room in Fort Scott, or if they could take them elsewhere. Clifton suggested she talk to Teri Hulsey, EMS Director, and said it was his understanding they had to take to the closest appropriate emergency room.
Eric Bailey, Public Works Director, Eric said it has taken longer than expected with mother nature and equipment issues, but they are pushing through and will finish the asphalting project on Soldier Road soon. Eric said that on some of the projects they may work at night due to the high traffic counts on the roads. Jim said when he was at the fair residents said Hammond looks good. Eric stated they are clearing overburden at Thomas quarry preparing for the next blast. Jim asked if Eric had received any update on the dump truck, and Eric said they received money from the insurance company, but that they didn’t total it. Eric said they are going to Sikeston, MO to pick up the new belly dump trailer and that the wet kit is now done on the new truck for the landfill. Jim said he saw mowers out and appreciates that. Eric said they plan on getting the road behind Ellis Park paved before school starts. Jim asked if they have enough tractors to mow intersections for the buses, and Dustin replied they are down one and they have one at the landfill to turn the beans but that they try to mow in the area with that tractor. Jim said it is amazing what mowing one pass does for safety.
At 5:45 the public opening of bids for a motor grader, mini excavator, and trailer for public works was held. The Commissioners opened the bid envelopes starting with all the bids for motor graders. Murphy Tractor bid $344,000 for a John Deere 620GP motor grader with a 5 year/10,000-hour DPF assurance and an 84 month/7,000-hour comprehensive extended warranty. Foley Equipment bid $288,344.59 for a 120-14J motor grader with an 84 month/7,000-hour Premier CAT warranty. State Tractor and Equipment bid $265,000 for a SANY SY SMG200C-8 motor grader with a 7 year/7,000-hour warranty that includes TTM. The Commissioners allowed each company’s representative to speak about their product for 5-minutes and answer any questions. Travis Clinesmith with Murphy Tractor spoke about bringing a motor grader for a demonstration and said the graders would be serviced in Humboldt and that the machinery is built in Davenport, IA. Dustin Daniels with Foley Equipment spoke about the grader he bid, but did not bring for a demonstration. Jim asked where the 120 graders were manufactured and Mr. Daniels replied in Little Rock, AR and Brazil. Justin Vasquez with State Tractor and Equipment stated that and travel time and mileage incurred from having their company come to our facility is also covered under warranty. Jim asked where the graders were made and Mr. Vasquez stated they are made in China, but any parts come from Georgia and if they don’t already have what is needed in stock, they can have it the next day. Jim thanked them all and asked Clifton, Eric, and Dustin if they wanted to discuss the bids tonight. Dustin said he would like to see the Caterpillar 120 grader in person. Jim said the sales representative could have brought one for a demonstration since the other two companies did. Jim made a motion to buy the John Deere grader. Clifton asked if he had to second the motion to have discussion. The motion died due to lack of a second. Clifton asked Eric what the grader operators thought. Eric stated they didn’t have a CAT to try out but they like the CAT graders we have now, they thought it would take a bit to get used to the John Deere controls and they didn’t like the seat in the SANY. Justin Vasquez with State Tractor and Equipment said they do have a new seat for the motor grader, they just didn’t have it installed in the machine that was brought down for the demo. Dustin Hall said they have two graders paid off and plan on using roughly $84,000 from the crusher sale as a down payment. Jim stated they haven’t purchased a motor grader since 2017. Clifton questioned the delivery date on each of the graders. The SANY grader can be here in two weeks, the John Deere in five months, and the CAT in 2-4 weeks. Jim made a motion to buy the John Deere 620 motor grader for $344,000 and Clifton seconded the motion. Both Commissioners in attended approved.
The mini excavator bids were opened with R&R Equipment bidding a New Holland E57C with cab for $76,500. The bid did not state what type of warranty the machine had. State tractor and Equipment bid $75,500 for a SANY SY-60 mini excavator with a 5 year/5,000-hour warranty which includes travel time and mileage. Jim asked Eric and Dustin how they like the mini excavator and Dustin replied they like it. Clifton asked if they have been satisfied with the SANY they currently own. Eric said they like what they have and explained that the excavator bid is smaller than what they currently have but that is needed for cleaning out bridges. Clifton made a motion to buy the SANY SY-60 excavator from State Tractor and Equipment for $75,500. Jim seconded the motion, and both Commissioners approved. Clifton asked when the machine would be available and the representative said they could have it by the end of the week.
The trailer bids were opened and both were from Murphy Tractor. One bid was for a 2024 Felling FT-45-2 LP for $37,408.00 and the other was for a 2023 Eager Beaver 20 XPT flat deck trailer for $49,100.00. Both bids were for pick up in Humboldt, KS. Clifton asked what they would be using the trailer for. Dustin replied to haul a mini excavator and skid steer at the same time for the culvert crew and this would allow their current trailer to be used by the bridge crew. Jim asked why one trailer was $12,000 more with Travis Clinesmith stating the Eager Beaver trailer is heavy duty. The lead time for the Felling trailer is 76 weeks and 12-14 weeks for the Eager Beaver trailer. Jim made a motion to buy the Eager Beaver trailer for $49,100.00 and Clifton seconded the motion. Both Commissioners in attendance approved.
A short break was taken with Commissioners returning to normal session at 6:30.
Jennifer Hawkins, County Clerk, presented a Real Property Relief application for a free-standing apartment unit at 216 W. Well Street that was recently destroyed by fire. Clifton made a motion to approve the application for Robinson Apartments at 216 W. Wall St. unit #4 and abate the taxes at 50% due to the fire occurring in May. Jim seconded the motion. Both Commissioners in attendance approved. Jennifer asked the agenda be amended to add June financials and the second quarter report that were finished this afternoon. Clifton made a motion to amend the agenda to add June financials and the quarterly report right after the real property relief application. Jim seconded the motion and both approved. Clifton made a motion to allow Chairman Harris to sign the quarterly report. Jim seconded the motion and both Commissioners in attendance approved. Clifton made am motion to approve June 2023 financials. Jim seconded the motion and both approved.
Clifton made amotion to amend the agenda to update his requested executive session to 75-4319(b)(2). Jim seconded the motion and both approved.
Clifton made a motion to go into executive session under KSA 75-4319(b)(2) for consultation with an attorney for the public body or agency which would be deemed privileged in the attorney client relationship for contracts. The executive session will be for 7 minutes and include both Commissioners and Justin Meeks and will return at 6:42. Clifton made a motion to resume normal session at 6:42 with no action. Jim seconded the motion and both approved.
Clifton made a motion to go into executive session under KSA 75-4319(b)(1) to discuss personnel matters of individual nonelected personnel to protect their privacy. The executive session will be for 5 minutes and include both Commissioners and Justin Meeks and will return at 6:48. Clifton made a motion to resume normal session at 6:48 with no action. Jim seconded the motion and both approved.
Clifton made a motion to adjourn the meeting at 6:49. Jim seconded the motion and both approved.
Approved 7-31-2023
THE BOARD OF COMMISSIONERS
OF BOURBON COUNTY, KANSAS
___________________, Chairman
___________________, Commissioner
ATTEST: ___________________, Commissioner
Jennifer Hawkins, Bourbon County Clerk
, Approved Date