Conversations about road conditions and travel reimbursements were had. Gary Anderson with Cornland Special Road District had notified the Commission on a board change. One member had moved out of district therefore resigned and they designated Russell Epperson. Gary stepped up to fill Trustee for the remainder of the year. Letters were sent out.
May 21, 2025 The Bates County Commission met with Presiding Commissioner Jim Wheatley, Northern Commissioner John Gray and Southern Commissioner Trent Nelson present.
County Clerk Jami Page brought in the one bid for the Depository as scheduled, Community First Bank. The bid has a choice for either a fixed rate or an adjusted monthly variable rate based on the 91-day T-bill rate. They are also the current banking depository account for the County. All other features stay the same. There was some discussion on the 2 options.
Trent made the motion to accept the Community First Bank bid with the fixed rate option. John seconded the motion all vote yes. Motion passed. No opposition.
The County Elected Officials met as scheduled to discuss the travel pay policy. In attendance were Prosecuting Attorney Hugh Jenkins, Public Administrator Brenda Doody, Assessor Carl Bettels, Sheriff Chad Anderson, Chief Justin Corbin, Clerk Jami Page, Recorder Danyelle Baker, and Collector Treasurer Kacie Robey. Jim stated that after a recent audit the Auditors had pointed out that the reimbursements were not being done consistently or correctly. They referred Jami to research the approved plans and or options. Jami read the IRS publications on Fringe Benefits, conferred with several CPA's and a few other counties.
The first decision is whether we are going to do an accountable plan (not taxable not income) or non-accountable plan (taxable as income).
• 1 Reimbursement. A detail report with itemized receipts turned in for reimbursement.
• 2 Per-Diem Accountable. Request filled out with expected expenditures paid beforehand. Then a returned detail with receipts and or overage or shortage made.
• 3 Per-Diem Non-Accountable. Request filled out with expected expenditures paid in total beforehand and added to taxable income on paycheck
Jami states " My deal is and I've said this before, this is not our money we are spending, this is taxpayer money, whether it's local or federal, it's all taxpayer money, and we have to be held accountable to the taxpayers. The current policy is Reimbursement. The Sheriff's office was doing the Per-Diem Non-accountable which was a change years ago when the previous County Clerk questioned an auditor on the process. This is what the current auditors had brought to light on needing to be added as income. Chad and Justin had a phone conversation with a Cass County Auditor (note being a 1st class county they have staff auditors) who said they are doing the Per-Diem Non-accountable plan but do not add it to income. Showing that different Auditors have different opinions on how this works. As the Auditors state themselves that their findings are not law just recommendations. Chad stated "this is not a hill I will die on". After some discussion and considering the social media conversations he has decided to use the current County Policy of travel expense reimbursement. He wants to clarify a statement on social media about his staff having alcoholic beverages was in fact a non-itemized receipt showing purchase at a place that served alcoholic beverages therefore it could not be determined that alcohol was or was not consumed. Chad also stated he originally was just wanting the process to be simpler and save time for him and the clerk's office. The discussion went on to whether any change in the current policy was needed. Caps were discussed and it was decided to let the current policy stand with no motion needed.
Jim stated that the Commission likes the idea of quarterly Official meetings or any other determined time frame for meetings and asked if any other items needed discussed. Chad asked that the Commission question coverages when considering Health Insurance. He would like to see more preventative coverages, and ensure that we can use local labs and medical coverages. Making sure folks don’t have to change medications just because the new plans don’t cover them. Consider the coverages not just the least dollar amount. Chad also mentioned when talking to the Solar Companies that they question them on fire equipment and training needed as well as any radio frequencies that might interfere with emergency frequencies. Any emergency and first responder training possibly needed.
Kacie mentioned that the past week she had received the all clear message a few times but nothing about an emergency beforehand. Jami stated that they had been testing the system and not all messages go out to everyone. She will look into the emergency messaging.
Brenda Doody requested on the open door policy a meeting to discuss the transition from a desktop to a web-based case management system for her office, which currently manages 79 wards. The desktop system will not be supported much longer. The new system will be cloud-based, providing immediate access and continuous backup every 30 seconds. The cost is $6 per person per month, totaling $480.00 monthly for 80 people. Brenda's budget includes $3,000 for computer equipment and $2,000 for software support. This being in the middle of the year she would easily go forward with the switch now and make budgeting changes for next year.
Work in progress
Policy Regarding Indigent Cremations given 8/25/2023 updates current
Rattlesnake Hill Roads 11/06/2023 updates current
Policy Regarding Computer, E-Mail, Devices and Social Media given 2/14/2024
Telephone Contracts 3/11/2024 updates current
Opioid Settlement Resolution 10/2/2024 (Judge Highley)
EEZ Board 3/26/2025
