June 19, 2023 Monday, 5:30 p.m.
The Bourbon County Commission met in open session with all three Commissioners and the County Clerk present at the Bourbon County Courthouse.
Teri Hulsey, Clint Walker, Rachel Walker, and Deb 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 Nelson Blythe.
Nelson made a motion to approve the consent agenda which includes the approval of minutes from 6/12/2023, approval of payroll totaling $337,222.05, and approval of accounts payable totaling $433,607.15. Clifton seconded the motion and all approved.
Clifton made a motion to amend the agenda to move Susan Bancroft and the discussion of the HRSA notice before the department updates sections. Nelson seconded the motion and all approved.
Susan Bancroft, CFO, informed the Commission that a notice was received Friday from the Department of Health and Human Services regarding the first payment of Cares Act funding for EMS. The payment was issued with the stipulation that the county had to make application and do reporting. The reporting was never completed and Susan was unable to obtain an extension since the reporting cutoff was in 2021. Susan said Jody was the initial contact, and is unsure where the letters went from the time she left until Jennifer received the final notice letter. Jennifer and Susan looked unsuccessfully through files over the weekend for documentation regarding the funding. Since the cutoff period has passed with the county’s obligations not met, we will have to pay back more than $38,000 plus penalty which started assessing as of May 28, 2023 unless Susan can get a grievance. Nelson questioned why we never received notices, and Susan said it was due to turnover. Susan stated we need to have a county contact with a general email address so when people leave, we are still in touch and receiving all the information we need. Clifton said that by state statute the County Clerk is the County Commissioners secretary so he feels she should be a contact, and Jim agreed. Justin said there should be at least two contacts and recommended the Treasurer, Chairman, and CFO. Jim made a motion to allow Susan to file a grievance so we won’t have to pay back the funding. Clifton seconded the motion, and all approved.
Dustin Hall, Assistant Public Works Director, gave and update and thanked the First Church of the Nazarene who provided an appreciation breakfast for the public works crew this morning. The asphalting on Valley Road has been completed and they will now be heading south on 245th Street to Soldier Road. Dustin reported there was a delay in receiving asphalt oil that is being delivered from Oklahoma due to the storms they received over the weekend. Dustin gave an update on noxious weed chemicals stating the 160-acre maximum per person per chemical has been re-instated and a chemical order was placed and will arrive Friday. Clifton questioned the 160-acre maximum stating individuals should be spot spraying to eradicate noxious weed not spraying entire pastures. Clifton said when he purchased chemical from the county in the past you had to pay for the chemical that day. Clifton also questioned why we are providing so many types of chemicals and that he feels we are subsidizing people with county tax dollars and that is infuriating to him. Jim suggested putting reasonable limits on what we sell. Nelson brought up the voucher program that Linn County uses, however Dustin said he fears it would cost the county more money to do. Dustin asked for permission to go out for bid on a mini-excavator and trailer for the bridge crew and road graders. Dustin discussed the equipment replacement plan that Public Works has and how they plan to get on a schedule so they can replace equipment while it still has some trade-in value. Jim told Dustin to check fuel consumption on the road graders as they bid because an additional four gallons per hour over five years would result in substantial savings for the county. Nelson clarified that Dustin was just going out for bid at this time and not actually buying equipment, which Dustin confirmed. Jim expressed his concern about not having the mowers out mowing the ditches. Dustin updated the Commissioners on parts they have ordered and are still waiting for to fix one of the mowers. Nelson asked Dustin where they were on dust control. Dustin stated the truck is tied up asphalting now and they are waiting for a final number of participants this year so they can spray the dust control between asphalting projects. Dustin said the price to participate is $1.75 per linear foot again this year with a minimum of 300 feet. Nelson said he was contacted by USD 235 who received a grant to rebuild their walking trail and it was questioned if the county would help remove the old trail. Dustin said if the Commission gave the approval, then they would make it happen.
Jennifer Hawkins, County Clerk, presented Gary Hall’s fence viewing application again to try to set up a time with the Commissioners to attend a viewing. Clifton called Gary who after discussion over times said he would try to figure out a time for the following week and let the Commission know.
Teri Hulsey, EMS Director, handed out quotes for repairs to one of the ambulances. Dustin said the ambulance had been previously sent out to a company for repairs, and Teri said she doesn’t think it had been in service one week since it was picked up from the company. Dustin said they have had a hard time finding companies to do the repairs in our area and were looking for some in the Kansas City area. Another ambulance is needing repairs and Dustin had a quote for $29,000 but he felt it was high and will be getting quotes from the additional companies in the Kansas City area. Dustin suggested the Commission consider purchasing a new ambulance since they are three years out on delivery dates. Teri said the company they purchased the last ambulance from will work with us to order now and set up payment options so that we comply with cash basis law.
Susan Bancroft requested a 10-minute executive session. Clifton made a motion to go into a 10-minute executive session under KSA 75-4319(b)(1) to discuss personnel matters of individual nonelected personnel to protect their privacy. The executive session will include the three Commissioners, Susan Bancroft, and Justin Meeks and will return at 6:29. Nelson seconded the motion and all approved. Clifton made a motion to resume normal session at 6:29 with no action. Nelson seconded the motion and all approved.
Clifton made a motion to go into a 10-minute executive session under KSA 75-4319(b)(1) to discuss personnel matters of individual nonelected personnel to protect their privacy. The executive session will include the three Commissioners, Susan Bancroft, and Justin Meeks and will return at 6:40. Nelson seconded the motion and all approved. Clifton made a motion to resume normal session at 6:40 with no action. Nelson seconded the motion and all approved.
During the public comments section Clint Walker discussed noxious weeds and how they can build up resistance to chemicals if sprayed with them over and over.
During the Commission comments Clifton explained he had over 35 years of experience farming over 3,000 acres and he knows about noxious weeds. Jim asked Justin Meeks, County Counselor, why the Commission were going to a fence viewing if the fence was already built. Justin explained they have to go in an open meeting to view the fence to determine who all pays for the fence. Jim also asked about having a meeting on the night of July 3rd since most fireworks shows will be held that night. Jim made a motion to not hold a meeting on the night of July 3rd. Clifton seconded the motion and all approved. Justin asked if the Commission will be holding meetings in Redfield or Bronson. After discussion it was determined to hold a meeting in Redfield on June 26, no meeting on July 3, be back in Fort Scott on July 10 and possibly hold a meeting in Bronson on July 17.
Clifton made a motion to adjourn the meeting at 6:48. Nelson seconded the motion and all approved.
Approved 6-26-2023
THE BOARD OF COMMISSIONERS
OF BOURBON COUNTY, KANSAS
___________________, Chairman
___________________, Commissioner
ATTEST: ___________________, Commissioner
Jennifer Hawkins, Bourbon County Clerk
_______________, Approved Date