September 2, 2021                                                              9:00 am

The Bourbon County Commission met in open session for a 2022 budget session, all three Commissioners and the Deputy County Clerk were present.

Susan Bancroft was also present.

Due to COVID precautions, the meeting was closed to the public, but broadcast on YouTube.

Susan presented the Commissioners with a revised 2022 budget. She said that there is $256,000.00 more requested. Ambulance will be discussed at the next meeting because Shane is wanting to do some updates to move them from iPads to computers so they can use GIS and CAD systems.

Susan stated the main budget increases that were made this year were: Treasurers for publication costs; Register of Deeds for part time help; Courthouse General for increased insurance costs; District Court for legal defense; IT for shared services due to a part time person moving to full time and being shared with the city, but that will be reimbursed back by the city; Conservation requested an additional $3,800.00 in funding; Road and Bridge so they will be fully staffed and additional $50,000.00 for material on the roads; Special Bridge asked for an additional $40,000.00 for material; Public Safety increase due to wages and supplies and for the Jail Sales Tax we moved capital outlay from public safety over to jail sales tax from the Sheriffs funds; everyone is budgeted to get a 3% raise except for elected officials.

Susan stated she did include in the budget document a 10-year recap for each department as well. Sheriffs’ department tab includes a trend report that was requested to see what has been happening in that department. Major changes are from the time when the jail was built, commodities and contractual both stayed about the same but there was definitely a shift in personnel services. She said that contractual for Corrections has gone up in 2020 due to the food services industry and having a lot of inmates; depending on how many inmates there are will determine that cost.

Susan said that Road and Bridge section has their 10-year capital improvement plan and equipment replacement plan for reference.

ARPA funding is included behind the APRA budget so in case there were any questions you could refer to that tab and it will show what the ARPA funding can be spent on. Jim asked if there was another year to spend the ARPA money or if it had to be spent this year. Susan stated that the County actually has a couple of years to spend the money, it does not have to be spent this year.

Susan stated there is a debt service schedule included through 2035 that show when debt will fall off to help with decision making in the future when things come up. Jim stated there are several things coming off the schedule next year including the Landfill backhoe. Lynne stated that the jail pods on page 5 shows them coming out of fund 220 and that is not correct. Susan said that should be fund 370 and she will correct it. Lynne said that the lease payments for road and bridge are down tremendously from 7 years ago. Jim stated that several things were bought with cash and Lynne said several things were paid off when we had the cash too.

Susan said that what she needs permission for publishing page 28 and 29 the Notice of Budget Hearing to let the public know that September 14^th at 9:20 is when the budget hearing will be. The cemetery board will have to have their own RNR hearings but those have been scheduled at the Courthouse on the same day 5 minutes apart and there are 4 of them that need to have those hearing and hopefully Kendell can get ahold of them to let them know that they need to be present.  It was recommended by the State that those boards approve their own budgets. Fire District #3 is under the County and is under the revenue neutral rate. Susan asked for permission to publish the 2 pages in the newspaper if they are comfortable with the numbers.

Susan stated that the mill levy last year was 64.931 and this year it will be 62.5 mills, the revenue neutral rate was 62.130 mills. Lynne said that when you look at the houses sold and the appraised values going up and the new businesses it is phenomenal that we are at this point. Susan said that she looked at the school district, FSCC and the County compared to the City and all of their assessed values are trending up and the City’s is trending flat. We are seeing things grow in the County.

Lynne said that hopefully in Susan’s future we will see a packing plant but that is a 10-year plan. Susan said that she needs to get with the County Commissioners because there have been requests for improvements to the industrial park for the packing plant and we may need a partnership. The City may request to use some of the County ARPA funding in addition to the City’s, because the request is about $500,000.00 to get water and sewer to that plant. Lynne said that there would be a discussion in the future about this.

Lynne asked if EMS is part of what can be funded by ARPA and if any had been used this year. Susan said yes it can be used for EMS and they have not used any this year, but are requesting $26,000.00 to improve their equipment. Lynne said he was thinking a little bit bigger request such as for a new ambulance. Susan said she would want to get an opinion from the State on that.

Jim asked if the request was a must before they could start building the packing plant and felt it was late for a request to be made. Susan said that the request just came in. Susan said that the City will not get any kind of a tax benefit from the plant and that is why the City wants to ask the County for part of funding. She said that would be a valid use of ARPA funding. Lynne said that all the requests are valid and the funding is needed so we will have to set our priorities. Susan said the plant will be creating jobs. Clifton stated that we have to sustain an emergency room and that should be our main priority. The other commissioners agreed that healthcare should be the main priority. Susan recommended another joint City/County commission work session to talk through ARPA funding and make sure that we are accomplishing all of our goals because she knows the City is going to be asked also for healthcare as well. Lynne thinks that is a good idea.

Jim made a motion to allow Susan to publish the notice of budget as these numbers are given to us; Clifton seconded; all approved.

Susan gave an update on the audit stating that Terry will have a copy to the County next week to review. Jim asked what the purpose of a draft is. Susan said because it is the county’s financial statement as well as the audit and since he had to make so many adjustments that he wants to make sure there are no errors before the final draft is published. Susan said that he will be meeting with each commissioner individually this year. Jim asked if it was normal for him to meet individually with each commissioner and Susan responded that it is not the normal process. Lynne stated that this a new concept. Jim said he has not been through this process so he has to ask questions. Lynne said he understands the process is going to be different this year than it has in the past.

At 9:17 am, Clifton made a motion to adjourn; Jim seconded; all approved.

THE BOARD OF COMMISSIONERS

OF BOURBON COUNTY, KANSAS

(ss) Lynne Oharah, Chairman

(ss) Jim Harris, Commissioner

(ss) Clifton Beth, Commissioner

ATTEST:

Kendell Mason, Bourbon County Clerk

September 7, 2021, Approved Date

August 31, 2021                                   Tuesday 9:00 am

The Bourbon County Commission met in open session with all three Commissioners, the County Counselor and the County Clerk present.

Also present were the following: (some were present for a portion of the meeting and some were present for the entire meeting) Susan Bancroft, Shane Walker, Bill Martin and Ben Cole.

Due to COVID, the meeting was closed to the public, but shown on YouTube.

Clifton made a motion to approve the minutes from the previous meeting, Jim seconded and all approved.

Eric Bailey presented the following permits that have been completed: 1741 Soldier Road, 1686 Express & 379 40^th, the Commissioners signed the permits.

Eric said there has been a problem with the Landfill phone, he said AT&T is working on this issue, he said they may move this phone number to a cellphone.  He said the hours for the Landfill are Monday-Friday 8-4 and Saturday from 8-12.  If anyone has questions before the phone is fixed, regarding the Landfill, they can call the Courthouse to talk to the Road & Bridge secretary.

Eric said the valve is still leaking on the asphalt truck, they are working on it again today.  Jim said in the past they had Van Keppel do repairs to the vehicle; Eric said Van Keppel would’ve taken three weeks to do the repairs.

Bean permits: Eric said they will be meeting with John George this week and are working on getting a composting permit.

Eric said he had a request for a school bus stop ahead sign at 1436 Wagon Road; Eric felt it warranted a sign there.  Jim made a motion for public works to post a bus stop ahead sign at 1436 Wagon Road, Clifton seconded and all approved.

Eric said he will check on an area near the asphalt plant that has a school bus stop ahead sign posted.

Eric said another windmill is going up at 20^th & Eagle.

Mini excavator discussion – Eric asked if they wanted to go out for bids to purchase one or not; Lynne said he would like to let Eric do what he needs to run his operation or at least put it out for bid.  Jim said he went and looked at the machine; he said they have a difference of opinion and said he sold equipment for 13 years and said he would classify this machine as a mid-sized machine and not a mini.  Jim said they will eventually need to spend money on two motor graders and one backhoe and said they could get by without the mini excavator.  Clifton said they have a lot of road problems and culverts that need to be replaced.  Susan said they could look at the State procurement contracts.  After discussion, Lynne made a motion to go out for bids on a mini excavator, Clifton seconded, Jim said he opposed the motion and said they can’t afford the machine.

CIC software discussion: Clifton asked Eric if CIC was fully functionable for his department; Eric said it wasn’t and said it was very hard for them to use. He said there was a glitch in the system and Jennifer lost a lot of work that she had done on CIC.  Clifton said if we pay for something he expects it to work.  Shane Walker said the software had been sitting there, but it just wasn’t utilized.  Clifton said he expected it to be fixed in a timely manner.  Lynne asked for a guarantee on a timeline for it to be fixed.  Susan said the City doesn’t use CIC, she said when they had it, it was very limited on what it could do, but said the customer service was good.  Jennifer Hawkins, the Road & Bridge secretary, discussed some of her issues with CIC: she said she did numerous months of entries for the Landfill billing, but the data didn’t balance and, in the end, CIC deleted all her entries and she lost 4 ½ months of data.  She said she wanted to use the map-it program, but was told it would be years before it worked.  She said she asked about the work order program, but said they are still working on it 4 months later.  She said they have problems with employee reports, A/P vouchers and problems with reports showing rock tonnage.  She said their old program had signs data and bridges data, which was supposed to be imported, but said it still isn’t done.  She has problems with reports on equipment. She said she is trying to utilize CIC; Lynne asked for a timeline on the fixes, Jennifer said they told her they are working on them.  Susan discussed the CIC symposium; she said they take money and work on areas where people want the program improved.  Susan said she would help Jennifer get the data she needs.  Shane said he didn’t use the software and didn’t know anything about it other than he has it on the server; he said the public works software is old.  Clifton questioned Eric about using a different software that Linn County uses.  Eric said they needed a program documenting where every County sign is, bridges and a program for work orders; Shane suggested they use Teams for some of this, Eric said that Jimmy had set this up, but said it wasn’t an easy program to use.  Shane said people had to know how to use Excel, he wanted to get people from the college here to teach Excel.  Lynne said they needed to get CIC to work or find something that will work. Shane said we have a yearly maintenance agreement with CIC and said they have good support.  This will be discussed again next week.

After collecting more data, next week Eric will discuss the crack filling machine that the City has.

Jim said the belly-dump trailer is still sitting; Eric said they are looking for a truck.

Lynne said they had a report that 140^th & Ivory needed gravel.

County Counselor: Justin Meeks said he had reviewed the yearly CIC maintenance agreement and asked for approval for Lynne to sign it; Susan said they could hold off paying the public works portion of the contract.  Clifton made a motion to allow Lynne to sign the maintenance agreement, Jim seconded and all approved.  Kendell questioned if they were paying the full amount or excluding the public works portion; Clifton made a motion to withdraw his last motion until Shane has a discussion with them, Jim seconded and all approved.  This will be discussed again next week.

Justin said they should have a final draft soon on the Lake Sewer District agreement.

Justin said they are ready to close on the BAJA Investment building.

Tax sale: Justin said this should happen at the end of September or the 1^st of October.

Justin said next week they should have information out for the public on a subject they talked about last week.

The Commissioners will have a budget work session at 9:00 am Thursday, September 2, 2021.

Susan discussed the Spark MOU for Baja Investments; she said there is a clause in the MOU that states if the contract has been breached the property goes back to the County, she said the County did what they were supposed to do.  Justin said the property will transfer to the County and then immediately to the new owner.

Susan said she received a request from Mental Health for ARPA funds; she said the County could consider this in the next round of funding.  She said she has requested the Rural Water districts financial statements and will discuss the ARPA funds again next week.

Susan said the 2020 audit is in the draft stages and said she hoped to present it during next week’s meeting.

Bill Martin, Ben Cole and Beth Tatarko with The Austin Peters Group (by telephone) met with the Commissioners to discuss a salary study that Bill that asked them to do.  They compared other counties and cities and a few private employers and reported that the average pay was $20.32 compared to $15.56 for Bourbon County employees (non-elected), she said it would cost an estimated $322,122 (cost of wages only, doesn’t include benefits) to bring the hourly employees wages to the average.  She said Bourbon County doesn’t have a scale for pay wages and all employees will eventually make the same amount if they do the same job.  She said the elected officials (with the exception of the Attorney) are less than the average as well.  She said Bourbon County does have a more generous benefit package and leave time than others. Lynne said Bourbon County is behind and asked Bill what we could do to start moving forward.  Lynne suggested having Susan review the study and give them recommendations.  Clifton said they know they don’t pay enough.  Beth said at times other governments have spread out over a two-year time frame to get their employees to the average.  Jim asked Bill what his recommendations were: Bill said the Commissioners plan to reduce the mill levy by 2.5 mills, he suggested leaving the mill the same and setting that money aside for wages.  The Commissioners thanked them for the presentation.

Clifton made a motion to amend the agenda for an executive session, Jim seconded and all approved.

Clifton made a motion to have a 10-minute executive session for KSA 75-4319(b) (1) to discuss personnel matters of individual non-elected personnel to protect their privacy regarding job function and job performance, the Commissioners will meet in another location and reconvene in the Commission room at 10:35, Jim seconded and all approved.  At 10:35, Clifton made a motion to return to the regular session with no action, Jim seconded and all approved.

Commission Comment: Clifton said they have talked about wages for months and know this is a problem.  Jim said they hear from business owners daily that taxes in Bourbon County are too high.  He said the County needs to grow and if that happens, maybe they could take some of those funds from growth to use for the employees.

At 10:38, Clifton made a motion to adjourn, Jim seconded and all approved.

THE BOARD OF COMMISSIONERS

OF BOURBON COUNTY, KANSAS

(ss) Lynne Oharah, Chairman

(ss) Jim Harris, Commissioner

(ss) Clifton Oharah, Commissioner

ATTEST:

Kendell Mason, Bourbon County Clerk

September 7, 2021, Approved Date

September 1, 2021                                        Wednesday 9:00 am

The Bourbon County Commission met in open session for the CDBG-CV close out hearing with Commissioner Harris and Beth present, the County Clerk was also present.

SEKRPC representative Taylor Hogue and Economic Development Director Rob Harrington were also present.

Jim made a motion to open the public hearing for the CDBG-CV close out grant hearing, Clifton seconded and all approved.

Jim asked for questions or comments regarding the grant. Rob Harrington said he didn’t understand why the Bronson Locker wasn’t able to get a portion of this grant, he said the State had told Taylor that they weren’t awarded any of the grant money because they didn’t lose money; Rob said, however; they took out a loan (for equipment/expansion) to stay open.  Taylor said that the Kansas Department of Commerce said meat lockers were denied because they were more in demand.  Rob said there was a meat locker in Allen County that received Spark funding; Taylor said that Spark funds and CDBG-CV funds were different.

At 9:19, Clifton made a motion to close the public hearing for the CDBG-CV grant, Jim seconded and all approved.

Clifton made a motion that Chairman Oharah sign the CDBG-CV close out forms, Jim seconded and the motion passed.

At 9:21, Clifton made a motion to adjourn, Jim seconded and all approved.

THE BOARD OF COMMISSIONERS

OF BOURBON COUNTY, KANSAS

(ss) Lynne Oharah, Chairman

(ss) Jim Harris, Commissioner

(ss) Clifton Beth, Commissioner

ATTEST:

Kendell Mason, Bourbon County Clerk

September 7, 2021, Approved Date