Financial advisor chosen for jail project

Bourbon County Commissioners on Friday made the first formal move towards proceeding with a new jail project, but the move wasn't made unanimously.

Commissioners signed a contract agreement with Piper Jaffray of Leawood to serve as the financial advisor for the project.

As he promised he would do on any decision regarding the jail project, Commission Chairman Allen Warren voted against signing the agreement. Second District Commissioner Barbara Albright made the motion to sign the agreement and it was seconded by Third District Commissioner Harold Coleman. They voted in favor of signing.

"As I've stated previously, these kind of decisions need to be made after the new commissioner is sitting in this chair," Warren said. "This is a major decision for this county and so therefore, I will be voting against this motion."

He was defeated in his run for re-election during the August primary election. Lynne Oharah, Republican, and Clinton Walker, Democrat, will face off in the Nov. 4 general election, with the winner taking the first district commission seat in January.

"I have reviewed the original," County Attorney Terri Johnson said. "I believed there needed to be some clarifications. I talked with Greg (Vahrenberg, public finance investment banker with Piper Jaffray). He then made those clarifications, and they were about what their duties were, to the extent of their help with the public meeting. He added that in, I have reviewed the revised financial service agreement. As a county counselor, I do not see any reason, if you wish to sign it, if you guys are at the point where you want to make a decision to go with that company, there's nothing in the agreement. I think the agreement is fine."

Piper Jaffray will not charge the county until a bond issue is passed and the bonds have been let.

Vahrenberg signed the agreement on July 25.

Sheriff Bill Martin was not available to attend the meeting Friday.

He has stated he wants to hold off on promoting a new jail project until after Nov. 4, when voters will decide on a USD 234 Fort Scott school bond issue, Albright said Friday the county should begin preparing for a survey to measure the community's response to a jail project.

Two more steps that need to be taken are to form a community committee to research and make recommendations for the project and assist in the creation of a community service, which will help determine if a bond issue would pass.

Albright reviewed a jail wish that Bobby Reed, jail administrator for the Southeast Kansas Regional Correctional Center, had submitted with his 2015 budget requests. Albright suggested the survey be made a higher priority than other items. The cost of the survey is estimated at $16,000. She suggested transferring $50,000 out of the jail's 2014 commodities to capital outlay in December.

Other jail business

* In August, Reed suggested the county begin charging for public fingerprints. At that time, he said the county provides fingerprint services for 10 to 12 people a week. Those individuals come from the private sector, needing their fingerprints to obtain jobs or those hoping to adopt or become foster parents. Other counties charge for the service, and Reed and commissioners discussed charging $15.

On Friday, Reed asked if a resolution is necessary and commissioners asked County Clerk Kendell Mason to add the service to a resolution stating charges for other county services and items. The commissioners plan to adopted the revised resolution Monday and the fees would go into effect Tuesday.

Revenue from the service will go into the general fund's general fund as a carryover for 2014 and 2015. The jail's budget will be reduced in FY2016 to match the annual revenue generated from the service. However, he said there would be times when it won't be practical for the sheriff's office or jail staff to access the tank.

* Reed also spoke to commissioners about improving communication during the budget process. He said department heads were asked to provide their requests, then to make cuts. After that, it was unclear where the individual budgets stood until after the county published the entire budget. Reed suggested the commissioners meet with department heads to discuss the final budget decisions.

"That way, we kind of know before it's published in the paper so we can answer questions of our employees and go from there," Reed said. "That's just my opinion."

Albright said one issue that was discussed was the cost of fuel. Warren said the sheriff's office and jail staff could save money by fueling their vehicles at the county shop where a bulk fuel tank is located. Warren said details of tracking who is getting fuel and how much is being taken from the tank would have to be worked out. Warren said other county departments are accessing the bulk fuel.

Other county business

* Following a 15-minute executive session to discuss non-elected personnel to protect their privacy with Register of Deeds Lora Holdridge and County Clerk Kendell Mason, the commissioners voted to make personnel changes in the register of deeds office. A half-time position is being eliminated and a full-time position is being added. The change will occur after a full-time employee is hired, which Holdridge said she hopes will be Oct. 14 or 27, to coincide with the county's pay schedule.

The individual currently working part-time will have to apply for the full-time position, according to Warren. Holdridge said she will advertise for the position in The Tribune, online and also in-house.

Holdridge discussed the need for an additional full time employee during the budget work session. Commissioners included the position change in the 2015 budget.

* Commissioners voted to sign a contract with Security First Title to work with the county on its tax sales. The 2015 contract will be for $60 per property, which is the same as what the firm is charging this year. Security First had submitted a proposal for additional title work on the delinquent tax properties for $75 per property.

* Commissioners also met with Bourbon County Undersheriff Ben Cole to discuss possibly changing the county's vacation policy. Because the sheriff's office has been short-staffed until recently, employees have not been able to take vacation. Now with the end of the year approaching, Cole said many are at risk of losing vacation time. Vacation can be carried over for the first two years, according to Mason, but Cole said the majority of the employees who haven't used their vacation have been employed for more than two years.

Warren suggested Mason contact other counties to learn what their policy is, but due to pre-election work her office needs to do, she said she wouldn't be able to provide that information by Monday. It was agreed to allow the sheriff's office staff to do the research.