Atchison County commissioners swear in officials, set 2025 organizational rules and award Ottawa Road culvert contract

Atchison County commissioners convened their organizational meeting on Monday, Jan. 13, 2025, at the Atchison County Courthouse, where newly sworn officials were administered oaths and the board approved a series of administrative, fiscal and personnel items for 2025 and authorized a road contract.

The board — Commissioners James Campbell (First District), Eric Knoll (Second District) and Casey Quinn (Third District) — administered oaths of office to county officials before taking up organizational business. The commissioners nominated and approved a chair and vice chair for 2025, confirmed committee and board assignments, set regular meeting and workshop schedules, designated eligible depositories and ratified several financial and personnel policies that will govern county operations this year.

Why it matters: the package of approvals adopted at the organizational meeting establishes who represents the county on local and regional boards, fixes spending and reimbursement limits for department heads, clarifies record‑request fees and personnel policy procedures for elected officials, and commits the county to the administrative steps required for participation in state programs such as the Rural Opportunity Zone student loan repayment program. The board also moved to complete an infrastructure project by awarding a construction contract to a low bidder.

Among the key administrative and fiscal items approved, the commissioners: - Approved committee assignments for 2025, including representation on the Area Agency on Aging, Community Corrections Advisory Board, County Health, NEK CAP regional board, NEKS, Project Concern, Safety Committee, Solid Waste Advisory Board and Atchison Area Economic Development (motions passed 3-0). - Designated Exchange Bank & Trust as the county’s main depository for 2025 and retained other banks as eligible depositories per the treasurer’s recommendation (motion passed 3-0). - Set department head spending authority at $2,500 and increased the road and bridge superintendent’s delegated spending authority to $7,500 (motion passed 3-0). - Adopted the State of Kansas mileage rate of $0.67 per mile for county reimbursement (motion passed 3-0). - Confirmed the county meal per‑diem structure consistent with the state rate used by the county: a daily total of $59 allocated as 15% for breakfast, 35% for lunch and 50% for dinner (board reviewed prior minutes and adopted policy consistent with past practice). - Adopted a cell‑phone reimbursement policy and existing copy/research fees under the Kansas Open Records Act (copies $0.50 per one‑sided page; research $5.00 per quarter hour; review $7.50 per quarter hour) (motions passed 3-0). - Adopted a wage‑matrix policy requiring any pay adjustments that would overspend a department’s personnel services line to be brought to the board for prior authorization (motion passed 3-0).

Resolutions and program participation

The board approved several resolutions by roll call: - Resolution 2025‑1547: a resolution waiving the requirement to prepare financial statements under the cited state provision for the county for the year ended 2025 and directing that county financial statements be prepared on a cash‑receipts and disbursements basis in order to show compliance with state cash‑basis and budget laws. The motion passed unanimously (3-0). - Resolution 2025‑1548: authorized Atchison County to participate in the Rural Opportunity Zone (ROZ) student loan repayment program for 2025, allowing local employers and sponsoring entities to partner with the state to match student loan payments for qualifying resident individuals. The board noted the county would not allocate local matching funds at this time but that passing the resolution enables local sponsorships and state matching; the motion passed unanimously (3-0). - Resolution 2025‑1549: repealed an older 2013 inclement‑weather resolution on the basis that the county personnel policy manual now governs operational changes for inclement weather. The motion to repeal passed unanimously (3-0).

Elections, calendar and other procedural items

The board confirmed meeting schedules and dates for 2025, including continuing a department‑head workshop on Tuesdays from 9 to 10 a.m. before regular meetings at 10 a.m., set the organizational meeting date for January 12, 2026, and adjusted the county election canvas date for November 2025 to the board’s regular meeting on Tuesday, Nov. 11, 2025 (no county commission meeting on election day, Nov. 4, 2025). The commissioners also approved the county holiday list for 2025.

Contract award: Ottawa Road Phase 1 culvert replacement

The board returned from an attorney‑client executive session and considered a contract award recommendation from the road and bridge superintendent. Road and bridge superintendent Joe Snyder recommended awarding the Ottawa Road Phase 1 culvert replacement contract to Tonks Construction of Cameron, Missouri, as the lowest bidder. The board voted to accept the recommendation; the motion passed unanimously (3-0). The superintendent presented the low bid as $175,000.63.

Votes at a glance (selected motions and outcomes) - Add two new business items to the agenda (Ashland County organizational meeting agenda; contract award for Ottawa Road Phase 1 culvert replacement): passed 3-0. - Nominate and elect 2025 chair and vice chair: passed 3-0. - Approve 2025 committee assignments as read: passed 3-0. - Advertise for Memorial Hall trustee letters of interest: passed 3-0. - Approve 2025 holiday schedule: passed 3-0. - Approve continuing workshops Tuesday 9–10 a.m. and regular meetings at 10 a.m.: passed 3-0. - Name eligible depositories and accept treasurer’s recommendation naming Exchange Bank & Trust as main depository: passed 3-0. - Set department head spending authority ($2,500) and road/bridge superintendent authority ($7,500): passed 3-0. - Set mileage reimbursement to Kansas rate ($0.67/mile): passed 3-0. - Adopt meal allowance structure matching state rate (daily total $59): passed 3-0 (board reviewed July 2, 2024 minutes during discussion). - Adopt cell phone reimbursement policy and copy/research fees under KORA: passed 3-0. - Approve resolution waiving certain GAAP reporting (Resolution 2025‑1547): passed 3-0. - Approve participation in Rural Opportunity Zone student loan repayment program (Resolution 2025‑1548): passed 3-0. - Set removal/transportation to morgue fee at $350: passed 3-0. - Approve organizational chart (one draft chosen): passed 2-1. - Repeal 2013 inclement‑weather resolution (Resolution 2025‑1549): passed 3-0. - Approve wage matrix language requiring prior board authorization for pay changes that would exceed personnel lines: passed 3-0. - Elected officials acknowledge receipt of employee handbook: passed 3-0. - Award Ottawa Road Phase 1 culvert replacement contract to Tonks Construction (low bidder), bid presented as $175,000.63: passed 3-0.

What the board did not decide or left for follow up

The board reviewed meal allowance documentation and referenced prior minutes and state guidance; some discussion noted variation in published examples but the board adopted the $59 daily total consistent with prior practice. The board also directed that certain executed forms (oath signatures, signature cards, biennial lists) be completed as needed.

Meeting context and next steps

Several items (resolutions and the contract award) require publication or further administrative follow‑up. The board indicated resolutions will be published in the official county newspaper as required and county staff will complete contract documentation for the Ottawa Road culvert replacement. No further formal public hearings or additional votes on the items covered at the Jan. 13 organizational meeting were announced at adjournment.