Commissioner Proceedings 11/15/22

The Wallace County Board of Commissioners met in regular session with, Larry Townsend, Chairman, Michael Cowles, Commissioner, Ronnie Hill, Commissioner, and Jacalyn Mai, County Clerk present.
The meeting was called to order by Chairman Townsend at 8:30 am.
Commissioner Townsend presented maps that he had received at a meeting for Flood Zones in Wallace County. The flood plain is to decrees in Wallace County and this will help residence in Wallace County with the reduction for flood insurance.
The Board of County Canvassers convened at 8:30 am and reviewed the provisional ballots. All reports were reviewed and approved.
Adjourn as Board of Canvassers.
Warrants 28570-28659 in the amount of $613,040.47 were approved for payment. Payroll warrants in the amount of $ 112,469.59 for the working period of October 30, 2022 through November 12, 2022 were approved for payment.
Commissioner Cowles confirmed that on October 10, 2022 there was no other commissioner in attendance. No motion needed.
Commissioner Hill moved to approve the October 25, 2022 minutes. Commissioner Cowles seconded.
AYE 3 NAY 0
Clerk Mai presented the bid for the items on Facebook. Commissioner Hill moved to accept all bids that were bid on by the 5:00 deadline. Commissioner Cowles seconded.
AYE 3 NAY 0
Ron Schilling, Connie Harrison, Theresa Dasenbrock, and Madison Farr entered the meeting.
Commission Hill moved to approved Resolution 2022-17. Commissioner Cowles seconded.
RESOLUTION NO. 2022-17
A RESOLUTION ESTABLISHING THE PURCHASING POLICIES FOR WALLACE COUNTY, KANSAS
BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF WALLACE COUNTY, KANSAS THAT:
AUTHORITY. The Board of County Commissioners of Wallace County is responsible for legislation, policy formulation, and overall direction setting of the government. This includes the approval of policies which establish and direct the operations of the County Government. County Officials and Department Heads are responsible for carrying out the policy directives of the Board of County Commissioners and managing the day-to-day operations of the County.
PURPOSE. It is the policy of the Board of County Commissioners (BOCC) that all financial transactions conducted by or on behalf of Wallace County, its agencies, departments, officials, and authorized agents in a manner which provides for the most effective expenditure of County monies; provides for the prevention of misappropriation of funds, excessive spending of taxpayer resources, provide for the use of generally accepted accounting practices and generally accepted auditable documentation; and provides suppliers with equal access and opportunities, in an open and competitive market environment without regard to factors unrelated to quality, cost and availability of goods or services, and complies fully with all applicable federal, state and local laws, rules and regulations.
APPLICATION. This policy shall apply to all expenditures using County monies, whether such funds are budgeted or not, and includes grant funds. This policy will apply equally to lease, lease/purchase, rental or direct purchase transactions. The BOCC may waive the use of this policy, by majority vote, when the BOCC deems it to be in the best interest of the County to do so, provided the waiver is not contrary to any Kansas statute.
It shall be the responsibility of each County Official and Department Head to oversee the application of this policy.
ETHICS. County employees, authorized agents, officials, departments, agencies, boards, commissions and representatives of the County may not obtain or attempt to obtain personal gain through county employment. Any effort by any person to influence county employees, authorized agents, officials, departments, agencies, boards, commissions and representatives of the County to make decisions for personal gain is also a breach of ethical standards and is prohibited. Kansas Statutes Annotated 75-4304 prohibits any officer or employee from participating in the making of a contract with any person or business by which he or she is employed or in which he or she has a substantial interest. County employees, authorized agents, officials, departments, agencies, boards, commissions and representatives of the County are not allowed to accept gratuities or kickbacks (novelty advertising items such as calendars or pens are acceptable). Further, County employees, authorized agents, officials, departments, agencies, boards, commissions and representatives of the County shall not use confidential information for personal gain.
If any of the above-mentioned conflicts of interest exist, the employee, authorized agent, official, department, agency, board, commission or representatives of the County, as the case may be, shall immediately disclose the conflict of interest either to the BOCC or to the County Clerk and shall not participate in making such decision.
FUNDS. Departments may keep cash on hand for the sole purpose of making change for cash transactions. Such funds must be identified, secured, tracked for audit, and kept separate from other cash, and may not be in an amount over $25.00-50.00
The use of Purchasing Accounts (credit cards or charge accounts) may be allowed by the BOCC. Employees using Purchasing Accounts must sign the Wallace County Purchasing Account Agreement (see Attachment A). The BOCC is responsible for establishing the limits and types of purchases authorized using Purchasing Accounts and the County Clerk is responsible for the oversight of Purchasing Accounts.
Purchasing methods are preferred in the following order: 1 – Requesting an invoice or statement to be paid by the County with regular payment procedures. 2 – Purchasing on a charge account. 3 – Purchasing on a credit card.
PURCHASES NOT SUBJECT TO REQUIRMENTS. Some expenditures cannot be competitively purchased and are exempt from the purchasing requirements, regardless of the amount. These categories are:
• Utility or fuel payments
• Expenditures associated with payroll contributions and deductions.
• Worker’s compensation and employee health insurance.
• Prisoner expenses.
• Maintenance agreements, after the initial BOCC approval.
Contracts with Christmas decorations were discussed. They authorized Duane to look at what’s available and price.
• other governmental agencies for shared services.
• Budgeted payments to community partners
• Insurance or indemnity bonds
• Legal services
• Other Professional services
• Supply purchases done in the ordinary course of business with the one-time approval of the BOCC
• Any other category of expenditure as declared by the BOCC.
PURCHASES SUBJECT TO STATE OR FEDERAL REQUIRMENTS. Purchases that are governed by applicable State or Federal law must comply to such requirements such as:
• Construction of courthouse, jail, or other county building – K.S.A. 19-214
• Construction of any bridge, highway, road, dam, turnpike or related structures or stand-alone parking lots in excess of $25,000 – K.S.A. 19-214
• Construction of any county bridge or culvert – K.S.A. 68-1101 et. seq.
• Construction of county roads in excess of $25,000 – K.S.A. 68-521
• Construction of county roads in benefit districts – K.S.A. 68-704
• Purchases using Federal funds may have to comply with federal regulations.
• Purchases using grant funds may have to comply with grant requirements.
EMERGENCY PURCHASES. An emergency purchase may be made when it is determined by the Department Head that County operations shall be adversely affected by delay or due to a disaster which creates a threat to public health, welfare or safety. Emergency purchases shall use such competitive processes as are allowed by the urgency of the situation. Purchases requiring immediate authorization such as equipment or building repairs will be expedited by the Department Head
WAIVER OF REQUIRMENTS. The BOCC may waive the formal procurement requirements in this policy with the following considerations:
• When unexpected or unforeseen events may cause serious economic loss to public or private property, endanger the health or lives of the citizens of Wallace County, or have adverse economic impact on County Business unless immediate action is taken to purchase said goods or services.
• When no bids are received in response to formal or informal solicitations, and the needs of the County warrant purchasing said goods or services without delay.
• When taking the time for formal procurement procedures would cause a great interference with services provided by the County.
• For the procurement of items or services that are generally available only from one manufacturer, publisher, local distributor, or dealer and for which there is no basis to expect multiple vendors to respond to solicitations for offers to provide such goods or services.
• When purchases are made in cooperation with other city, county, state, or federal agencies and it is deemed to be in the best interest of the County to purchase supplies, services and equipment from contracts and agreements of other governmental agencies.
• When it is determined that procuring goods or services by either trade or barter in an amount less than ($1,000.00) is in the best interest of the County.
• Where rates are otherwise fixed by law.
• When compatibility with existing materials or equipment is important.
• When a used item becomes available and is subject to immediate sale.
• In connection with contracts for Professional Services, such as architectural, engineering, specialized consulting, accounting, and medical services. Any such determination shall be made by the Board of County Commissioners.
PROCUREMENT REQUIRMENTS.
A. Formal written proposals or bids shall be solicited for all purchases over Five Thousand Dollars ($5,000.00) from responsible vendors prior to issuing a purchase order or awarding a contract for the purchase of such goods or services. Said purchase shall be awarded as determined by the BOCC.
B. Proposals and bids shall be solicited informally for all purchases exceeding One Thousand Five Hundred Dollars ($1,500.00) but less than Five Thousand Dollars ($5,000.00) from responsible vendors prior to issuing a purchase order or contract for said goods or services and said purchase order or contract shall be awarded as determined by the BOCC subject only to the exceptions provided in this Resolution.
C. Purchases in an amount not exceeding One Thousand Five Hundred Dollars ($1,500.00) may be made by Department Heads pursuant to this Resolution without complying with any formal or informal procedures for solicitation of proposals and bids. Department Heads may authorize personnel to make such purchases, provided the Department Head has ensured such personnel is fully aware of these policies. The BOCC may give Department Heads the authority to make budgeted purchases above $1,500.00 without further BOCC approval for those items related to the normal/routine operational needs of the Department.
All formal solicitations for bids or proposals shall be advertised by publication in a newspaper of general circulation in Wallace County, or by obtaining a minimum of three (3) competitive quotes, or as otherwise determined by the BOCC. Sealed bids or proposals shall be opened at a time and place specified pursuant to said notice or request for proposal. The BOCC shall make the determination as to whether purchases subject to this Resolution shall be made by requests for bids or requests for proposals. The following definitions shall apply for purposes of this Resolution:
• Competitive Bids. Bids shall be evaluated based on the requirements set forth in the request for bids, which may include criteria to determine acceptability such as inspection, testing, quality, workmanship, deliver, and suitability for a particular purpose. Those criteria that will affect the bid price and be considered in evaluation for award shall be objectively measurable, such as discounts, transportation costs, and total or life cycle costs, and be specifically set forth in the request for bids. The Board of County Commissioners shall have the ability to award to the lowest and/or best bidder.
• Competitive Proposals. Proposals shall be evaluated based upon criteria formulated around the most important feature of a product or service, of which quality, availability or capability may be overriding factors and price may not be determinative in the issuance of a contract or award. The proposal evaluation criteria should be viewed as standards that measure how well a vendor’s approach meets the desired requirements and needs of the County. Those criteria that will be used and considered in evaluation for award shall be specifically set forth in the request for proposal.
PREFERENCE POLICY. Preference will be given to Wallace County vendors if evaluation of the bid indicates that all aspects are equal, including but not limited to the following: product, make model, and warranty, provided the price, bid, quote or proposal of the Wallace County vendor is within ten percent (10%) of the lowest price, bid, quote or proposal. Pursuant to K.S.A. 75-3740a, whenever the County lets bids for contracts for the erection, construction, alteration or repair of any public building or structure or any addition thereto or for any public work or improvement or for any purchases of any goods, merchandise, materials, supplies or equipment of any kind, the contractor domiciled outside the state of Kansas, to be successful, shall submit a bid the same percent less than the lowest bid submitted by a responsible Kansas contractor as would be
required of such Kansas domiciled contractor to succeed over the bidding contractor domiciled outside Kansas on a like contract let in such contractor’s domiciliary state.
BOCC AUTHORITY. The BOCC shall have the authority at any time to reject any and all bids or proposals when it is deemed in the best interest of the County. In those instances when, after advertising for competitive bids or proposals, the bids or proposals received exceed the amount budgeted therefor, the BOCC is authorized to negotiate for costs within the budget for such proposed purchase.
EFFECTIVE DATE OF RESOLUTION. This Resolution shall take effect and be in force from and after its approval by the Wallace County Board of County Commissioners. Such shall be added to the employee handbook and distributed to all County employees, authorized agents, officials, departments, agencies, boards, commissions and representatives of the County.
ADOPTED in regular session this 15th day of November, 2022.
Larry Townsend, Chairman 
Ronnie Hill, Commissioner
Michael Cowles, Commissioner ATTEST: 
Jacalyn Mai, County Clerk

Extension of the burn ban was discussed.
Commissioner Cowles moved to adopt Resolution 2022-18 and set the burn level at Level One. Commissioner Townsend seconded.
AYE 3 NAY 0
Christine Smith, Lace David, Kara Peters, Jennie Klinge entered the meeting.
Ryan Grace with Grace Teams presented information on Nursing Homes and Hospital statistics. Staffing is the major issue state wide/nation wide.
12 bed facility possible option. Childcare could be an option to pull employees in.
Jennie Klinge wanted to let all the community that Wallace County Community Care Center is not going to be closing.
Clerk Mai asked for executive session.
Commissioner Hill moved to go into executive session at 10:35 am for Personnel matter of individual Non-Elected Personnel 15 mins and return at 10:50 am. Invited in are the 3 commissioners, Clerk Mai & Theresa Dasenbrock. Commissioner Cowles seconded.
AYE 3 NAY 0
No action was taken.
Wendy Dunagan asked for executive session non-elected personnel. Commissioner Hill moved for executive session. Mike Cowles seconded.
Commissioner Hill moved to go into executive session at 10:37 am for Personnel matter of individual Non-Elected Personnel 20 mins and return at 10:57 am. Invited in are the 3 commissioners, Clerk Mai, Wendy Dunagan. Commissioner Cowles seconded.
AYE 3 NAY 0
JoAnna was called during the executive session.
No action was taken.
Doug Springsteel Land Supervisor entered the meeting.
Anthony Garcia, Road Supervisor entered the meeting to report on his department.
The new tractor is here. Compactor is being looked at. They are putting in a grader int the parade of lights to . Mowing is complete and done. Not working no roads. Pulling sand out of the ditches.
Local traffic detours for the highway project that will be done soon was discussed.
Paulette Unruh presented bids for a AC & Furnace. Plains Heating and Air Conditioning bid is for $7,391.00, Weber Refrigeration & Heating is for $ 8,479.00. Commissioner Hill moved to accept the bid from Plains Heating for Heating and 3 ton AC for $ 7,391.00. Commissioners Cowles seconded.
AYE 3 NAY 0
Moved over to the ambulance barn to look at the new flooring.
Recessed at 12:10 pm
Returned to meeting at 1:07 pm
Lissa Sexson presented information on the Rural Champion Grant of $ 20,080.00 that the county was awarded. These funds run from October 2022 to August 2023. The board agreed to establish a EDA office. Lissa will be looking into housing, assist the care center and other grant funds available for the county to apply for to help in developing Wallace County. Lissa has made 2 trips to Wichita required to attend since the grant was received and attended several seminars. Lissa has been visiting with many other entities in the county and they are very excited about this. If there is anyone that has concerns or would like to hear about what she is doing she would love to visit with them.
Rosella Ryser, Court Clerk entered the meeting.
Maggie Figurilli, Bob Bolen, Lance Finley, Wendy Dunagan, Anthony Garcia, Christine Smith, Aften Gardner entered the meeting.
Rosella Ryser, Court Clerk visited with the commissioner’s interrupter fees. She would like the commissioners to consider $ 25.00 per hr. Commissioner Hill moved to allow the $ 25.00 and pay them per at hour minimum. Commissioner Cowles seconded.
AYE 3 NAY 0
Hearing for the Policy Change to made to the Employee handbook. The change is as follows:
4.6 SICK LEAVE BANK-EMERGENCY MEDICAL LEAVE SHARING PROGRAM
C. Guidelines.
4. New employee contribution forms must be submitted to the committee no later than 15 days after their employment date.
Commissioner Cowles moved make the change to the policy. Commissioner Hill seconded.
AYE 3 NAY 0
Aften visited with the board about giving the City of Sharon Springs the medical grade refrigerator. They need one to keep samples in. It will be listed as a backup for emergency purposes. The board agreed to allow her to let the City have it.
Christine Smith, County Treasurer entered the meeting. Christine requested to go into executive session.
Commissioner Hill moved to go into executive session at 2:23 pm for Personnel matter of individual Non-Elected Personnel 10 mins and return at 2:33 pm. Invited in are the 3 commissioners, Christine Smith. Commissioner Cowles seconded.
AYE 3 NAY 0
Commissioner Hill moved to return to executive session at 2:33 pm for Personnel matter of individual Non-Elected Personnel 5 mins and return at 2:38 pm. Invited in are the 3 commissioners, Christine Smith. Commissioner Cowles seconded.
AYE 3 NAY 0
The board returned to regular session at 2:38 pm.
The board agreed to allow the evaluation race that Christine requested for Lexi Heyl, Deputy County Treasurer affective November 14, 2022.
The board visited with Christine Smith, County Treasurer about the 5 million in CD’s for the county and when they are due to expire. Christine will look into what the options are for reinvesting them. This 5 million is money invested to run the county and is included in the budget process to allow for cash carry over to reduce the tax dollars needed to be leved for.
The tax sale is not getting done and would like to visit with Charles Moser about other options.
Commissioner Townsend exited the meeting.
Jacalyn Mai, County Clerk presented the bids for the Wallace County Christmas party. Townsend Tavern is for $ 14.00 a meal, Farmhouse is for $ 18.00 per meal. Commissioner Cowles moved to have the Christmas party at Townsend Tavern. Commissioner Hill seconded.
AYE 3 NAY 0
Wendy Dunagan entered the meeting.
Commissioner Cowles moved to allow the raise for JoAnna Basgall effective May 1, 2022.
AYE 2 NAY 1
The faebook bid was accepted for $ 5.00 for the exam table.
There being no further business the meeting was adjourned at 3:30 pm.

ATTEST:
Jacalyn Mai, County Clerk 
Larry Townsend, Chairman
Michael Cowles, Commissioner
Ronnie Hill, Commissioner


NEWS

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BUGLE NOTES

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