Bourbon County Commission Meeting Agenda

February 9, 2026 | 5:30 PM

• 1. Call Meeting to Order

• 2. Pledge of Allegiance

• 3. Prayer

• 4. Roll Call Introductions

• 5. Approval of Agenda

• 6. Approval of Minutes: January 15, 2026

• 7. Approval of Minutes: January 26, 2026

• 8. Approval of Minutes: February 2, 2026

• 9. Accounts Payable & Payroll: February 6, 2026 ($332,847.69)

• 10. Signing of Resolution 14-26

• 11. Executive Session: Personnel matters (K.S.A. 75-4319 (b) (1)) – Samuel Tran

• 12. Executive Session: Personnel matters (K.S.A. 75-4319 (b) (1)) – Lora Holdridge

• 13. Old Business

  • a. Handbook Review – Samuel Tran

  • b. Forensic Audit Update – Samuel Tran

  • c. Fractional CFO Discussion – Samuel Tran

  • d. DMV Lease Agreement – Samuel Tran

• 14. New Business

  • a. Payroll Administration – Samuel Tran

  • b. Employment Action – Samuel Tran

  • c. Bourbon County Comprehensive Plan – Samuel Tran

  • d. Noise Complaint Discussion

  • e. Employee Recognition – Joe Allen

• 15. Agenda Topics for Future Meetings

• 16. Commission Comments

• 17. Adjournment

• 18. Future Meetings

  • Special Meeting: February 12, 2026 (5:00 PM – 6:00 PM for Interviews; Work Session until 8:00 PM)

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Information Packet Summary

Special Meeting Minutes: January 15, 2026 (Pages 2–9)

This meeting was dedicated to a comprehensive, methodical review of the 65-page employee handbook.

• Handbook Governance: Clarified that while the handbook establishes county-wide policies, independent elected officials maintain statutory discretion over certain operational matters in their offices.

• Leave and Accrual: Approved several new policies governing direct deposit, leave accrual based on employment classification, and rules for transferring between exempt and non-exempt status.

• Sick Leave: Established a 25% payout for sick leave, but only for employees with at least 10 years of service.

• Operational Policies: Updated policies regarding cell phone use (prohibiting use while operating heavy equipment), inclement weather pay (time and a half for essential personnel during closures), and a 90-day probationary period for new hires.

• Final Action: The commission approved the corrected handbook pending final review by KCAMP.

Commission Meeting Minutes: January 26, 2026 (Pages 10–12)

• Road Vacation: Following a public hearing, the commission approved Resolution 08-26 to vacate a road.

• Procedural Conflict: The meeting became contentious during citizen comments regarding whether the public must address the commission as a whole or could target individual commissioners.

• Abrupt Adjournment: Due to escalating tension and procedural disagreements, the meeting was adjourned early (at 5:46 PM) during the public comment section.

Commission Meeting Minutes: February 2, 2026 (Pages 13–24)

• New Leadership: Joe Allen was officially sworn in as the District 3 Commissioner.

• IT Infrastructure Tensions: A significant discussion occurred regarding the decision by the Clerk, Treasurer, and Register of Deeds to move to an independent mail server due to security and service concerns with the current IT provider. Chairman Tran expressed concern over the budget implications of decentralized IT systems.

• Financial Oversight:

  • Approved accounts payable of $114,143.02.

  • Chairman Tran proposed an “operational audit” (estimated cost $20,000) to investigate potential financial irregularities, which was tabled for further discussion.

  • Discussed hiring a “Fractional CFO” service (Baker Tilly) for $5,500/month, to be split with the Sheriff’s Department.

• Liaison Program: The commission voted to terminate the Commissioner Liaison program (established in July 2025) and return to collective board decision-making to avoid commissioners interfering with day-to-day department operations.

• Planning: Scheduled a strategic planning work session for February 12 to focus on budget and finance deadlines.

Financial Summary: Accounts Payable (Pages 25–52)

The packet includes a detailed breakdown of the February 6, 2026, payroll and accounts payable totaling $332,847.69. This includes:

• Standard payroll clearing and tax withholdings.

• Departmental expenses for the Appraiser, Election, and Landfill funds.

• A server purchase for the Clerk’s Tech Fund ($5,556) that was previously queried by the commission.

Noise Attenuation Data (Page 53)

The end of the packet includes technical specifications for sound levels of Caterpillar equipment (120M2) to assist in the ongoing noise complaint discussions. It provides formulas for measuring decibel levels at 75 feet to match county standards.