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BUDGET, FINANCE & INVESTMENT COMMITTEE
February 6, 2003 6:00 P.M. Courthouse
MINUTES:
Members Present: Others Present: Others Present: Others Present: Comm. Bob Bullen Nancy Allen Hooper Penuel Mary Schneider Comm. Anthony Johnson Evans Maples Linda Vincion Emily Clifford Comm. Will Jordan Wanda Chandler David Jones Sherry Clifford Comm. Robert Peay Robert Mullins Elaine Cawthon Sherry McCullough Comm. Steve Sandlin Bob Asbury Lisa Nolen Comm. Doug Shafer John Davis Jeff Sandvig Comm. Joyce Ealy, Chm. Mike Nunley Heather Dungan
Chairman Ealy presided and called the meeting to order with all members being present.
APPROVE MINUTES: The minutes of the January 9, 2003 meeting were presented for approval. Comm. Jordan moved, seconded by Comm. Johnson to approve the minutes as presented. The motion passed unanimously by acclamation.
INVESTMENT REPORT: Mr. Evans Maples presented the monthly Investment Report for the information and use of the committee. Mr. Maples advised there was one CD that matured during the month. The funds were re-invested at LGIP with an interest rate of 1.50%. Comm. Sandlin moved, seconded by Comm. Peay to approve the Investment Report as presented. The motion passed unanimously by acclamation.
FUND CONDITION REPORT: Ms. Elaine Cawthon, Deputy Finance Director, presented the Fund Condition Report for the month ending January 31, 2003. Ms. Cawthon advised the Development Tax collections for the month totaled $287,250. The year-to-date collections are $2,232,750. This represents the highest collection of development tax in any month of January in any of the previous six years. The total cash balances are $108,293,750 operating funds being $84,644,975 and borrowed funds being $23,648,775. The committee reviewed the fund cash balances. Ms. Cawthon advised the cash balance in the Employee Insurance Fund is $1,170,368. The premium increase went into effect January 1, 2003. During January, collections totaled nearly $180,000 more than was collected in December. However, expenses in January were about $127,000 more than December. Even with the new rate increase, January expenditures exceed revenue by $215,000. Ms. Cawthon reminded the committee that this fund still owes the General Fund $2 million and needs to be paid back before June 30, 2003.
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Ms. Cawthon pointed out that interest earnings in all funds are significantly lower than budgeted. During the budget process, interest earnings were budgeted with a slight increase over last year’s actual revenue, with the hope that the economy would rebound. Unfortunately that has not been the case. In the General Fund, we have only collected 29% what we had estimated for interest earnings. The shortage in this fund might be four to five hundred thousand dollars and will have an effect on ending fund balance. Comm. Bullen noted that the Local Development Tax was a good move made by the county. The fund has grown substantially; it has benefited the county tremendously and has not stopped growth.Comm. Bullen encouraged the committee to take a position that when revenues are estimated, one should take the most conservative estimates, especially when estimating interest earnings. Ms. Cawthon advised there are no other conditions to be reported at this time. Comm. Sandlin moved, seconded by Comm. Bullen to approve the Fund Condition Report as presented. The motion passed
unanimously by acclamation. GENERAL FUND BUDGET AMENDMENTS
ELECTION COMMISSION: Mr. Penuel requested approval for the following budget amendment for the Election Commission to transfer fund from existing account balances to provide additional postage funds for the purging approximately 2800 inactive voters, printing additional voter cards and envelopes, to attend seminars explaining new Federal Election Legislation, and to provide for unforeseen expense for additional data processing/office supplies during this fiscal election year.
From: 101-51500-187 – Overtime $ 1,000.00 101-51500-317 – Data Processing Servs 1,000.00 101-51500-332 – Legal Notices 1,500.00 101-51500-351 – Rentals 1,500.00 101-51500-709 – Data Processing Equipment 3,500.00
To: 101-51500-348 – Postal Charges $ 1,000.00 101-51500-349 – Printing, Stationery, Forms 2,500.00 101-51500-355 – Travel 2,500.00 101-51500-411 – Data Processing Supplies 500.00 101-51500-435 – Office Supplies 2,000.00
Comm. Bullen moved, seconded by Comm. Peay to approve the budget transfers totaling $8,500.00 as presented. The motion passed unanimously by roll call vote.
PLANNING & ENGINEERING: Mr. John Davis requested the following budget amendment for the Planning Department that would allow for additional part time hours needed to conduct a required drainage easement study and to study all County lots less than 5 acres in size:
From: 101-51720-103 – Assistants $15,690.00 To: 101-51720-169 – Part-Time Personnel $15,690.00
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Comm. Peay moved, seconded by Comm. Jordan to approve the budget transfer totaling $15,690 as presented. The motion passed unanimously by roll call vote.
BUILDING CODES: Mr. David Jones requested the following budget amendment for the Building Codes Department to transfer funds from existing accounts for postage.
From: 101-54510-499 – Other Supplies/Materials $1,200.00 To: 101-54510-348 – Postage $1,200.00
Comm. Sandlin moved, seconded by Comm. Johnson to approve the budget transfer for postage, as presented. The motion passed unanimously by roll call vote. Ms. Cawthon presented the following budget amendment for the Building Codes Department. This amendment is necessary because employees have elected different insurance coverage which then changed the amount matched by the county.
From: 101-58600-205 – Employee & Depend. Insurance $5,880.00 To: 101-54510-205 – Employee Insurance $5,880.00
Comm. Johnson moved, seconded by Comm. Shafer to approve the budget transfer for employee insurance, as presented. The motion passed unanimously by roll call vote.
DRUG COURT: Ms. Mary Schneider requested funds transferred within the Drug Court budget to purchase three hand-held PDA’s.
From: 101-53200-709 – Data Processing Equipment $900.00 To: 101-53200-411 – Data Processing Supplies $900.00
Comm. Sandlin moved, seconded by Comm. Peay to approve the budget transfer as presented. The motion passed unanimously by roll call vote. Comm. Ealy requested Ms. Schneider to report information that had previously been presented to the Public Safety Committee concerning her application for the Byrne Grant. Ms. Schneider stated that they weren’t even sure monies would be available. If the funds were available, then she would expect to make application by March. The grant she would be applying is for four years, $100,000 per year that requires a county match of $33,000. She intends to take the county match from the DUI treatment funds. Comm. Sandlin moved, seconded by Comm. Johnson to authorize Ms. Schneider to apply for the Byrne grant and to authorize the County Executive to sign any and all documents related to the grant.
The motion passed unanimously by roll call vote.
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GENERAL SESSIONS & SOIL CONSERVATION Ms. Cawthon explained that there were two employees in the General Sessions Office who were not previously on the county’s health insurance, but have now elected to participate. An employee in the Soil conservation office has elected different coverage. Ms. Cawthon requested the following budget amendments:
General Sessions From: 101-58600-205 – Employee & Depend. Insurance $7,650.00 To: 101-53300-205 – Employee Insurance $7,650.00
Soil Conservation From: 101-58600-205 – Employee & Depend. Insurance $1,590.00 To: 101-53300-205 – Employee Insurance $1,590.00
Comm. Peay moved, seconded by Comm. Johnson to approve the budget transfer for employee insurance, as presented. The motion passed unanimously by roll call vote.
MISCELLANEOUS: Ms. Cawthon explained to the committee, that an invoice has been received from the County’s insurance carrier for the addition of vehicles to the County’s liability insurance. She requested the following budget amendment.
From: 101-58900-502 – Building & Contents Insurance $1,000.00 To: 101-58900-506 – Liability Insurance $1,000.00
Comm. Sandlin moved, seconded by Comm. Shafer to approve the budget transfer as presented. The motion passed unanimously by roll call vote.
AMBULANCE: Mike Nunley, Ambulance Service Director, requested approval of the following budget amendments to transfer funds from existing accounts to correct a miscalculation of longevity pay for one of his employees, for data processing equipment, and to appropriate a donation made to the Dive Rescue Team from Pack’s Towing.
From: 101-55130-148 – Dispatch Payroll $ 25.00 To: 101-55130-186 – Longevity Pay $ 25.00
From: 101-55130-411 – Data Processing Supplies $120.00 To: 101-55130-709 – Equipment $120.00
Increase Revenue: 101-44570- Contributions & Gifts $600.00 Increase Expend.: 101-55130-599 – Special Operations $600.00
Ms. Cawthon noted that account 101-55130-709 may still be over the approved budget, but that the Ambulance department may have some un-liquidated purchase orders that could correct this situation. Ms. Cawthon stated she would get with Ginny to determine the status of this expenditure account. Comm. Peay moved, seconded by Comm. Shafer to approve the budget amendment as requested. The motion passed unanimously by roll call vote.
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Mr. Nunley explained to the committee that he had an employee who sustained a back injury. He doesn’t know if this employee will return back to work until the end of March. In the meantime, he requests approval to hire a temporary employee until such time as they determine what will happen with the injured employee. Mr. Nunley stated that there is sufficient money in the current budget to pay the temporary employee. He is only requesting approval to hire a temporary employee. If the injured employee should return back to work, then the temporary position would be eliminated. Comm. Jordan moved, seconded by Comm. Sandlin to authorize Mr. Nunley to hire a temporary employee. The motion passed unanimously by roll call vote. SHERIFF’S DEPARTMENT Ms. Regina Nelson requested approval for a budget amendment request to appropriate monies received from the insurance carrier to the maintenance and repair line item. She also requests monies from fund balance for inmate medical services and medical and drug supplies. Comm. Sandlin noted that the public safety committee had discussed the detention center’s medical expenses at length. Ms. Nelson explained to the committee that the $50,000 and $40,000 will not cover their expenses for the rest of the year and that they will have to come back with another budget amendment request. Increase Revenue: 101-44520 - Insurance Recovery $16,603.00 Increase Expend.: 101-54110-338 – Main/Repair Vehicles $16,603.00
From: 101-39000 – Fund Balance $50,000.00 To: 101-54210-340 – Medical & Dental Svcs $50,000.00
From: 101-39000 – Fund Balance $40,000.00 To: 101-54210-413 – Drugs & Medical Supplies $40,000.00
Comm. Peay moved, seconded by Comm. Sandlin to approve the budget amendments as presented.
The motion passed unanimously by roll call vote. Ms. Nelson also requested authorization to increase the Sheriff’s department petty cash from $750 to $1,000. Ms. Cawthon stated that she will write a check to the Sheriff’s department and have them sign a statement that they have received it and that they will abide by the petty cash guidelines. Ms. Nelson explained that the petty cash is used for expenses associated with prisoner transportation (extradition).
Comm. Sandlin moved, seconded by Comm. Jordan to authorize an increase to the Sheriff’s petty cash fund from $750 to $1000. The motion passed unanimously by roll call vote. Ms. Nelson explained to the committee that Atmos Energy Co. had checked the gauges at the Sheriff Dept. and Detention center. Apparently the gauges were reading incorrectly and that they were only reading about one-fourth of actual usage. Sheriff Jones stated he had an independent test of the gauges performed with the same results noted. Ms. Nelson said that their previous gas bills ran around $3,000 - $4,000 per month. Their last bill was around $20,000.
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SOLID WASTE Ms. Cawthon stated that an invoice had been received from the insurance carrier in the amount of $3,595.34 to pay the deductible on an insurance claim involving a garbage truck. Ms. Cawthon requested the following budget amendment:
From: 116-39000 – Fund Balance $3,550.00 To: 116-58900-505 – Judgments $3,550.00
Comm. Peay moved, seconded by Comm. Jordan to approve the budget amendment as presented. The motion passed
unanimously by roll call vote. DOMESTIC VIOLENCE COURT Ms. Heather Dungan, Domestic Violence Co-Ordinator, explained that her program currently does not have a data tracking system for any of their court activity, which is a violation of their grant. She requested approval for a budget amendment that would allow her to purchase a database software program for tracking, monitoring and analyzing police, court and offender program records. She requests transferring the funds from the travel account.
From: 121-53110-355 - Travel $1,000.00 To: 121-53110-435 – Office Supplies $1,000.00
Comm. Bullen moved, seconded by Comm. Johnson to approve the budget amendment as presented. The motion passed unanimously by roll call vote.
BOARD OF EDUCATION Mr. Sandvig requested approval to amend Phase III Furniture, Equipment and Other Equipment funds for the Blackman and Rock Springs Middle School projects and transfer those funds to the Central Middle School High School Roofing project. Mr. Sandvig explained that he had received approval to enter into the contract for Central Middle School/Adult Education roofing project with the expectation that the shortage of funding would be provided by unobligated building program funds or from the General Purpose School fund.
From: Blackman Middle School Project 189-91300-790 – Other Equipment $13,785.00 189-91300-711 – Furniture 8,283.00 189-91300-722 – Equipment 15,932.00
From: Rock Springs Middle School Project 189-91300-790 – Other Equipment $12,763.00 189-91300-711 – Furniture 8,180.00 189-91300-722 – Equipment 17,057.00
To: Central Middle/Adult Education Roofing Project 189-91300-707 – Building Improvement $76,000.00
Comm. Bullen moved, seconded by Comm. Peay to approve the budget amendment as presented. The motion passed unanimously by roll call vote.
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GENERAL CAPITAL PROJECTS
Comm. Ealy reminded the committee that the construction schedule for the Workhouse, Juvenile Detention Center, Parking Garage, Jail and Jail Offices had previously been approved. What is now needed is approval for initial funding for the first three projects in the next bond issue. Ms. Cawthon explained that the total amount to be borrowed in the next bond issue for the Workhouse ($1,000,000), Juvenile Detention ($50,000) and Court Center ($1,000,000) totals $2,050,000. With approval of the $2,050,000, the total borrowing is expected to be $21,460,696. Ms. Cawthon stated she was in contact with the county’s financial advisors. They are looking at several different options, not only in marketing this issue, but perhaps restructuring our existing debt. They wanted to attend the special called meeting scheduled on February 12, 2003 so that they could explain in further detail the different options available to the County. They are proposing to take the bond resolution to the full Commission meeting. One reason for doing this, is to save money on our existing debt. Comm. Ealy asked the committee if they would be agreeable for the financial advisors to present their information at the special called meeting on February 12, 2003. All commissioners consented. Comm. Johnson moved, seconded by Comm. Shafer to authorize borrowing $2,050,000 for the Workhouse ($1,000,000), Juvenile Detention ($50,000), and Court Center ($1,000,000) in the next bond issue. The motion passed unanimously by roll call vote.
DISCUSSION FOR FUNDING FOR SENIOR CITIZENS Comm. Ealy reminded the committee of Comm. Bullen’s request to possibly fund Senior Citizens Services by dedicating part of the tax rate for Senior Citizens. Ms. Wanda Chandler, Smyrna Senior Citizens Center, stated that she was there representing six different agencies within the county – Retired Senior Volunteer Program, Mid-Cumberland Human Resource Agency Nutrition Program, Mid-Cumberland Human Resource Transportation Program, St. Clair Senior Citizen Center, Smyrna Senior Citizens, LaVergne Senior Citizens. She recommends and supports dedicating a portion of the tax rate for the senior citizens. Ms. Chandler stated the greatest need is transportation. Comm. Bullen asked if they received the additional funding, how these agencies would address the transportation problem. Ms. Chandler stated she was requesting funds for a driver; the LaVergne Site was requesting funds for a part-time driver. The needs of the other centers were listed in the information packet. Comm. Sandlin stated his concerns that the six agencies listed did not include all agencies within the county providing services to all senior citizens that resided within the county. Other than the monies provided to Community Care, she was not aware of any other agencies. Comm. Sandlin wants to ensure that funds for senior citizens are distributed fairly across the county. Comm. Bullen stated for this to be a viable solution, they must have a program in place and prove how all senior citizens in the county will benefit. He recommended that these agencies work together to provide a plan. Comm. Peay suggested that a representative from each one of these agencies work together to identify the other agencies in the county and determine the best way to service all county senior citizens. Ms. Allen reminded the committee that the county has not fully funded Mid-Cumberland’s requests because of budget restraints.
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FINANCE DIRECTOR SEARCH Comm. Ealy reminded the committee that they had previously voted to extend the deadline for accepting applications and to accept the offer by the Holland Group to help in the search of a Finance Director. Ms. Sherry McCullough explained their process to the committee and their proposed timeline. The Holland Group will review the resumes, and evaluate them based on the qualifications listed by the county. They recommend sending a written evaluation to each of the top candidates. Comm. Bullen requests that the committee follow Holland’s recommendation and have them screen the candidates, but reserve the right to add to the list of qualified candidates identified by Holland. Comm. Peay requests notification of the individuals who will receive the questionnaires. Comm. Bullen moved, seconded by Comm. Peay, to elect to have the Holland Group identify the top candidates, to whom the written questionnaire/evaluation will be mailed, with the committee to receive copies of all the resumes. The motion passed unanimously by acclamation. There being no further business to be presented at this time, Chairman Ealy declared the meeting adjourned at 7:43 P.M.
___________________________________________ Lisa A. Nolen, Secretary |
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