Tuesday, July 5, 2016
The Callaway County Commission met with the Eastern District Commissioner Randy Kleindienst and Western District Commissioner Donald Kritzer present. Presiding Commissioner Gary Jungermann was absent.
9:00am The Callaway County Commission met to discuss a sewer variance and the New Term of Court. First the Commission discussed a sewer variance issue. Kent Wood, County Environmental Public Health, was present for this discussion. A representative from the County Clerk’s office was not present for this discussion.
Mr. Wood explained that the sewer variance is requested for Patricia Weaver, owner of property 3969 State Road AA in Holts Summit, Missouri. He informed the Commission that he is in agreement with the variance.
Eastern District Commissioner Randy Kleindienst made a motion to accept the sewer variance for Patricia Weaver, owner of property 3969 State Road AA in Holts Summit, Missouri. The recommendation of a 40-foot variance along the western property line for a modification to an existing wastewater lagoon will bring this property into compliance with Callaway County Ordinance 701.
Western District Commissioner Donald Kritzer seconded the motion.
All in favor…ayes have it. Court Order #72 – signed.
Court Order #72 – Sewer Variance for Patricia Weaver
Now on this day, teh Callaway County Commission does hereby accept the sewer variance for Patricia Weaver, owner of property 3969 State Road AA in Holts Summit, Missouri.
The recommendation of a 40-foot variance along the western property line for a modification to an existing wastewater lagoon will bring this property into compliance with Callaway County Ordinance 701.
New Term of Court
Next, the Commission discussed the New Term of Court. Paul Winkelmann, County Road & Bridge Engineer, was present for this discussion. Deborah Goldman was also present for this meeting to represent the County Clerk’s office.
Mr. Winkelmann began by stating that there are currently no new road petitions. There have been two separate petitions submitted for road vacations; one is for lots 1-12 in Stonehaven Estates and the second is for a private road in Riviera Heights. The Commission will review these requests for road vacations and may take action at the next Term of Court meeting in October.
Next, Mr. Winkelmann mentioned that the Callaway and Boone County Commissioners are working with Mid-Missouri Regional Planning Commission (RPC) to request FLAP funding to replace the Burnett Bridge on County Road 389. The RPC is taking care of the application process for this grant. Also, Callaway County is looking into a cost sharing program through MoDOT that would allow the County to repair the Old 54 bridge located South of Auxvasse. This project is estimated to cost approximately $200,000. SKW is putting together the application for this funding on h behalf of the County.
Mr. Winkelmann, then informed the Commission that chip seal projects should begin in mid-July. Also, a project that consists of extending eh concrete pavement on County Rao d274 should begin sometime this month. A culvert project on County Road 1003 is almost complete; the pipe has been installed and the crew is now waiting for the ground to dry out before finishing the earthwork.
The 2016 dust control has been completed. Mr. Winkelmann also discussed the equipment demonstration that was conducted last month. Representatives from Callaway, Boone, Audrain, and Cole Counties were all present for the demonstration. Next, the group discussed options for repairing Old Barn Road. Mr. Winkelmann stated that he believes a quarter-mile of this road is in need of repair. Lastly, Mr. Winkelmann gave the Commission an update on the County’s mowing progress.
Inventory Expansion of Polling Equipment
The Callaway County Commission met with Denise Hubbard, County Clerk, to discuss and inventory expansion of polling equipment.
Mrs. Hubbard began by stating that her office needs to increase its inventory of pollpads in order to accommodate the upcoming August & November elections. She said that her office currently has 35 pads; however, she expects to get rid of some of the older models once they go out of contract. The pads are used at polling locations at a rate of one pad per every 500 expected voters. Mrs. Hubbard has ordered 15 more pads, but has not yet received them. Commissioner Kritzer asked Mrs. Hubbard why she has submitted an invoice in the amount of $16,500 for these pads when she has not received them. He stated that it is not the County’s practices to pay for things not yet received. Also, the Commission questioned why the pads were not put out for bid. Mrs. Hubbard explained that since the pads must be compatible with the existing inventory, only one company is able to supply them. Also, she informed the Commission that she has talked to the County’s outside auditor and was told that she did not need to bid these items since no other company would be able to supply the pads, as they must be specifically programmed to work with the existing pads. Commissioner Kritzer then asked Mrs. Hubbard why a Purchase Order wasn’t procured for this expense. Mrs. Hubbard responded that she did not think about getting a Purchase Order when she ordered the pads.
Commissioner Kritzer then stated that the Commission has made a previous exception for the Clerk’s office when shelves were built at the Health Department to hold voting equipment and a Purchase Order was not procured for that expense. He stressed that County protocol must be followed for purchasing. Mrs. Hubbard stated that she had asked for the shelves to be built for several years and was told that no one was available to build the shelves. The Commission informed Mrs. Hubbard that she needs to submit a written explanation as to why the pads were not put out for bid before the invoice is approved for payment. Mrs. Hubbard stated that she would put a letter together for the Commission and hold the invoice until the pads are received.
Commissioner Kleindienst asked Mrs. Hubbard if it is possible to lease the additional pads rather than purchase them since the County wouldn’t normally need as many pads during normal election years. Mrs. Hubbard stated that leasing is not an option. Finally Commissioner Kritzer asked if the pads are included in the County’s inventory of electronic equipment with the IT Department. Mrs. Hubbard stated that the pads are included on the County’s insured equipment inventory list and she will check with the IT Director as to whether they are included in his inventory as well.
Ordered that the Commission adjourn until Wednesday, July 6, 2016.