BUTLER COUNTY BOARD OF COMMISSIONERS

Monday, October 28, 2002

Commission Chairman Randy Doll called the Butler County Board of Commissioners to order at 9:00 a.m. Present were Commissioner Bill Shriver; Commissioner Will Carpenter; Administrator Will Johnson Jr.; and Clerk Sherry Melugin.

APPROVAL OF MINUTES

Commissioner Doll made a motion to approve the minutes for October 21st and 22nd, 2002. Commissioner Shriver seconded the motion. Motion carried 3-0.

APPROVAL OF VOUCHERS

Commissioner Carpenter made a motion to approve the vouchers in the amount of

$1,560,105.36. Commissioner Doll seconded the motion. Motion carried 3-0.

ITEMS OF BUSINESS:

PUBLIC NOTIFICATION OF MEETING AGENDA

Mr. Steve Little of 9814 Howell Dr, Overland Park, Kansas came before the Board of Commissioners to discuss public printing of the upcoming Board of Commissioner Meeting Agendas. His concern was that the public is unaware of changes taking place in the County until after the fact. Commissioner Doll informed Mr. Little that the Agenda is sent to the El Dorado Times and it is their choice as to whether or not it is printed. Commissioner Shriver informed Mr. Little that the Augusta Gazette does print a copy of the upcoming Agenda in the Friday newspaper. Mr. Little stated that he would contact the El Dorado Times himself and ask them to print the meeting Agenda.

CONSTRUCTION OF NEW FIRE STATION BY FIRE DISTRICT #3

Butler County Administrator, Will Johnson Jr. came before the Board of Commissioners to discuss the contract for financial services related to construction of the new fire station for Fire District #3. Mr. Johnson presented a proposal provided by George K. Baum & Company to the Board of Commissioners outlining the services to be provided, the expenses and the terms of the Agreement. Commissioner Shriver made a motion to approve the contract with George K. Baum & Company for financial services related to the construction of a new fire station. Commissioner Carpenter seconded the motion. Motion carried 3-0.

LEASE CONTRACT BETWEEN FIRE DISTRICT #7 AND KOCH FINANCIAL CORPORATION

Butler County Administrator, Will Johnson, Jr. came before the Board of Commissioners to discuss the Lease Purchase Contract to purchase a new fire truck for Fire District #7. After examining the Lease Contract and the figures, Chairman Doll made a motion to table this item until more information is obtained. Commissioner Carpenter seconded the motion. Motion carried 3-0.

2002 SHERIFF BUDGET

Stan Cox, Butler County Sheriff came before the Board of Commissioners to discuss the

cash shortfall in the Sheriff’s budget and the cash and budget shortfall in the Jail Budget. It was recommended by Randy Doll that a written agreement be drafted by County Counsel, Norm Manley to allow for amendments to the jail budget to cover the shortages from the Capital Improvement Reserve Fund. This agreement will be reviewed upon completion. No motion was issued for this item.

CHRISTMAS COMMITTEE REPORT

Butler County GIS/Mapping Director, Pamela Dunham came before the Board of Commissioners to discuss the options for this years Christmas Party for County employees. After reviewing past years costs and input from employees, options provided by Mrs. Dunham were as follows: 1. Have a party similar to last year on Christmas Eve day at lunch. Return to work afterwards. Receive a $10.00 certificate or cash. 2. No Party. No certificate. Close courthouse down at 12:00 p.m. and allow the employees four hours of paid leave. 3. No party. Close courthouse down at 2:00 p.m., work through lunch, and receive two hours of paid leave. Receive a $10.00 certificate or cash. Mrs. Dunham recommended option 2 to the Board of Commissioners. A motion was made by Commissioner Shriver to approve closing down the courthouse at 12 noon on Tuesday, December 24, 2002 and allow the employees four hours of paid leave in place of the traditional Christmas Party. Commissioner Carpenter seconded the motion. Motion carried 3-0.

EMPLOYEE APPRECIATION EVENTS

Butler County GIS/Mapping Director, Pamela Dunham came before the Board of Commissioners to discuss Employee Appreciation Events. Options given were to include a Spring “family” picnic and a Fall Pancake Feed. No final determination was made regarding these options. Mrs. Dunham will compile more data and present it before the Board in the near future.

SALES TAX FORCE COMMITTEE APPOINTMENTS

Butler County Economic Director, Larry Powell presented before the Board of Commissioners two lists for review. A list of distributions by County/City and a list of Countywide Sales Tax Distributions by City. All Commissioners requested further information before implementing district Committees. Larry Powell will return with detailed information on Monday, November 4, 2002.

URBAN PARCEL DATA AUTOMATION

Butler County GIS/Mapping Director, Pamela Dunham came before the Board of Commissioners to submit cost proposals received from the following:

KENDALL MAPPING $99,951.00

PROMAP CORPORATION $76,550.00

Optional Mapping $16,280.00

R&S DIGITAL (Great Bend) $33,565.95 (option 1)

KW SHAFFER CLINE $73,390.00

Commissioner Doll made the motion to have Mrs. Dunham review above information and return the best quote for approval on Monday, November 5, 2002. Commissioner Carpenter seconded the motion. Motion carried 3-0.

RECESS

Commission Chairman Doll called a 5-minute recess at 10:48 a.m.

RECONVENE

Commission Chairman Doll called the meeting back to order at 10:53 a.m.

OTHER ITEMS OF BUSINESS

Butler County Clerk, Ronald Roberts came before the Board of Commissioners to discuss a letter received from the City of Augusta regarding the final assessed valuation figures they received through the County. Upon review of the letter, Certificate and Budget Sheet it was agreed by Commissioner Doll, Commissioner Carpenter and Commissioner Shriver that Butler County Administrator, Will Johnson, Jr. would draft a letter to the City of Augusta stating the reasonings for the differences in amounts between the July certified values and the October values used to set the 2003 Budget tax levies.

Butler County Director of Planning & Zoning, Todd Kennemer came before the Board of Commissioners to offer a brief review of the items listed on the Agenda scheduled for October 29, 2002.

Butler County Administrator, Will Johnson, Jr. submitted before the Board of Commissioners correspondence received from Butler County Sheriff’s Office. Commissioner Doll made a motion to move into Executive Session at 11:55 a.m. until 12:16 p.m. To discuss matters concerning non-related personnel, Commissioner Bill Shriver seconded the motion. Motion carried 3-0. Present were Administrator Johnson, Commissioner Doll, Commissioner Shriver and Commissioner Carpenter.

RECONVENE

Commission Chairman called the meeting back to order at 12:17 p.m.

OTHER BUSINESS

Commissioner Carpenter inquired about televised meetings. Commissioner Doll would like to be provided with a break down on cost of which Administrator Johnson will obtain from Jackie Vietti at Butler County Community College. This issue will be discussed in further detail when cost information is submitted.

Commissioner Carpenter addressed the issue of having evening meetings. Options offered for consideration were once a month, possibly to coordinate with all of the zoning issues, provided no deadlines are to be met.

ADJOURNMENT

Chairman Doll made a motion to adjourn at 12:27 p.m. Commissioner Carpenter seconded the motion. Motion carried 3-0.