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BUDGET, FINANCE & INVESTMENT COMMITTEE
March 7, 2002 6:15 P.M. Courthouse
MINUTES:
Members Present: Others Present: Others Present: Others Present: Comm. Joyce Ealy Nancy Allen Susan Boney Jeanne Grant Comm. Paul Johnson Evans Maples Mary Schneider Lynn Duke Comm. Tina Jones Comm. Jerry Baxter Wanda Watkins Mike Nunley Comm. Robert Peay Darrell Scarlett Teena Sanders Tommy Brown Comm. Steve Sandlin Evan Cope Alan Miller Bryan Brooks Comm. Dwight Throneberry Hulon Watson Tracy Hill Paul Long Comm. Jimmy Evans Jeff Sandvig David Jones Elaine Cawthon Gary Patton Truman Jones Interested Citizens Hooper Penuel Bob Asbury Johnny Taylor Virgil Gammon Linda Vincion Regina Nelson
Chairman Evans presided and called the meeting to order with all members being present.
APPROVE MINUTES:
The minutes of the February 7, 2002 meeting were presented for approval.
Comm. Jones moved, seconded by Comm. Sandlin 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 79.97% of the property taxes have been collected, compared to 80.95% for the same period last year. He reported they are continuing to work through February’s mail, and he anticipates next month’s report giving a better picture of the actual property taxes collected. However, he advised the dollar amount has increased by approximately $1.9 million. Mr. Maples explained the investment transactions that occurred during the month. He reported the LGIP interest rate was 2.01%. Following review, Comm. Sandlin moved, seconded by Comm. Ealy to approve the Investment Report as presented. The motion passed unanimously by acclamation.
FUND CONDITION REPORT:
Finance Director Paul Long presented the Fund Condition Report for the period ending February 28, 2002 for the information and use of the committee. Mr. Long advised the Development Tax collections for the month totaled $309,750. The year-to-date collected is $2,268,750 compared to $1,535,250 for the same period last year. Mr. Long reviewed the fund cash balances. The Employee Health Insurance Fund cash balance increased approximately $180,000 during the past month. He advised the $1.5 million note to the General Fund has not been re-paid as of this time. The total cash balances were $128,480,980 with $92,251,885 being operating funds and $36,229,095 being borrowed funds.
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Mr. Long reported there are no significant conditions to report other than those that have been discussed in previous meetings. He reminded the committee the interest earnings would be significantly lower this year. Following review, Comm. P. Johnson moved seconded by Comm. Jones to approve the Fund Condition Report as presented. The motion passed unanimously by acclamation.
REPORT REGARDING STATE PRISONER PICKUP:
At the Budget Committee meeting on February 7, Comm. Jones made a motion to direct the County Attorney to research case law with regard to state prisoners being picked up from counties. She requested the research specifically for Hamilton County, but not limited to Hamilton County. Mr. Darrell Scarlett and Mr. Evan Cope, of the County Attorney’s Office were present to address this issue. Mr. Scarlett advised they were asked to look into the ability of the county to file suit against the state to require the state to take Tennessee Department of Corrections sentenced inmates who are currently housed at the jail. He advised in doing that, one must understand the history. He advised it was necessary to go back to about 1985. At that time, there was a lot of discussion about state penitentiaries being over-crowded, and the Federal Court advised non-violent inmates must be released. The over-crowding created a constitutional violation against cruel and unusual punishment under the Eighth Amendment. That lawsuit was filed in the middle district of Tennessee, and Judge Higgins ruled on it. After reviewing the facts of the case, he determined the conditions were unconstitutional and put a cap on the percentage of inmates the state could have in the penitentiary relative to their capacity. Once the Department of Corrections reached 95%, they had to do one of two things. They had to either start releasing non-violent inmates or quit taking new inmates until the numbers came down in accordance with the federal court order. Mr. Scarlett advised that was fine until the second part of the order was used, which was quit taking new inmates. He reported that has pushed the burden down to the local governments. What happened then, was that Knox and Hamilton Counties had lawsuits filed against them saying the inmates were being confined in unconstitutional conditions based on the over-crowding. Judge Morton, who is a separate federal judge, heard this lawsuit. Judge Morton looked at the facts, and agreed the confinement was unconstitutional and issued an order for TDOC to take the inmates. Mr. Scarlett advised this was a conflict in orders just because there were two courts handling the matter. It went to the 6th Circuit Court in Cincinnati, which is a higher level court. The court did a couple of things. They stated on the prison condition cases, they were going to consolidate all of the cases across the state with Judge Higgins so there would be no conflicting orders. With regard to Judge Morton’s order, they set it aside and listed a couple of things local governments would have to do before having a chance at successfully requiring the state to take the inmates. One was the court specifically said the local governments needed to have an aggressive release program for pre-trial detainees for minor offenses. Mr. Scarlett advised in Rutherford County’s case, there is a Correctional Work Center, so the misdemeanants at the jail could be moved there to the extent there was capacity available.
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He advised if the county does all of these things, at that point the conditions at the jail should be looked at to determine if, after steps have been taken to reduce the inmate population; are the conditions at the jail at a level that they constitute cruel and unusual punishment? If so, then it would have to be stated that the reason the conditions are unconstitutional is because of the TDOC inmates. If TDOC inmates were taken away, and the jail conditions were still unconstitutional, the county would not receive their relief. Mr. Scarlett advised the lawsuits in Hamilton and Knox County got started because they got sued under class actions lawsuits where the inmates were saying it was unconstitutional. The federal lawsuit was done in response to that. Mr. Scarlett reported Rutherford County is in a different situation. The inmates have not filed a class action lawsuit. If the county initiated the lawsuit, a petition would have to be filed in federal court stating the county is housing inmates in an unconstitutional environment. If that is done, there will either be 200 plus individual lawsuits or one big class action lawsuit, because in effect Rutherford County would be admitting the conditions were unconstitutional. Mr. Scarlett stated he did not think that was the case right now. He stated with the addition of the new bunk beds, the capacity is now 804 and the current population is 753. He stated there are 113 TDOC inmates. Mr. Scarlett advised as of January 18, there were 116 misdemeanants and 101 pre-trial misdemeanants. He recommended getting the pre-trial detainees out of the jail and some of the misdemeanants moved to the Work Center. He stated if this was done, the conditions at the jail would not violate the Eighth Amendment. He advised even if the capacity is exceeded, that by definition does not mean the Eighth Amendment is violated. He stated it has to be cruel and unusual treatment. Mr. Alan Miller, Correctional Work Center Superintendent, advised his capacity is 206, and there are approximately 176 inmates currently housed there. Sheriff Jones advised some of the misdemeanants at the jail are also awaiting other charges. He stated these other charges are usually felonies. He stated on the pre-trial misdemeanants, they get all of them out of the jail that they can. He stated there is something unusual about a pre-trial misdemeanant that does not get out of jail. He stated the General Sessions Judges do work well with them. APPROVE FUNDING FOR EAGLEVILLE STADIUM COMPLEX:
Mr. Hulon Watson, Superintendent, and Mr. Jeff Sandvig, Assistant Superintendent, addressed the committee regarding the Eagleville Stadium Complex. Mr. Watson stated the Eagleville community has been interested in having a football program for some time. He stated it is a very important part for a community to have activities for children to participate in. Those activities tend to keep the community focused on what the children are doing in extra-curricular activities. When the activities are in season, it also tends to keep the students committed to that school. He stated he believed if the facilities were provided for the Eagleville School, it would be of a benefit to the students and to the community. He stated he thought it would be something that everyone could be proud of, for all of the schools to have the proper type of facilities to conduct extra-curricular activities. Mr. Watson stated that for years the schools and the communities did their best to develop the facilities. Mr. Watson stated the Health & Education Committee approved $900,000 for the Eagleville stadium facility with $300,000 for site work to come from line items with available funds in the school building program. Mr. Watson requested the committee approve the recommendation of the Health & Education Committee for the $900,000 for the Eagleville stadium complex with $300,000 in startup funds to come from current line items with available funds in the school building program.
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Comm. Throneberry asked about supplying the uniforms and equipment for the players. Mr. Watson stated they would find a way to get the program started, even if it had to come from the General Purpose School Fund or from the initial $300,000. Mr. Watson reported the contracts to play teams are based on two years. He stated varsity contracts could not be obtained until next season. He advised this would allow Eagleville to play “B” teams to get some experience, and get prepared to play a full varsity schedule the next season. Comm. Sandlin asked if the money appropriated would include field houses, bleachers, etc. Chairman Evans stated the $900,000 was for a turnkey project to be all-inclusive. Mr. Watson stated they have not built field houses for the other schools. He stated this would include the track, lighting, concession stands, bathroom facilities, seating, sodding and sprigging, irrigation system, etc. Comm. P. Johnson stated the Health & Education Commission determined that it was to be a complete stadium complex. Following discussion, Comm. Throneberry moved, seconded by Comm. Jones to approve $300,000 in startup funds to come from existing line items in the School Building Program Fund and to fund $600,000 in 2002-2003 for the Eagleville stadium complex contingent upon Eagleville starting a football program in the coming year. The motion passed by roll call vote with Comm. Peay voting “no”. Mr. Long stated this could be built into a future bond issue, but because of the contingency, it would have to wait to see if Eagleville met the criteria. A discussion was had as to who determines who can use the football fields. Comm. Peay asked if people in the community would be able to use the facility. Mr. Watson assured Comm. Peay that the people in the community would have access to the stadium as long as it was properly supervised, and that he would make that clear to the principals. GENERAL PURPOSE SCHOOL FUND BUDGET AMENDMENTS:
Mr. Sandvig, Assistant Superintendent, requested approval of multiple bookkeeping cleanup amendments to assign staff and benefits throughout the budget, plus add revenue for specific functions. Mr. Jeff Sandvig requested approval of budget amendments totaling $35,325 to record additional Safe School Act revenues and expenditures for the 2001-02 school year; $6,000 to appropriate additional MTSU Vocational Conference revenues and expenditures for the 2001-02 school year and $2,590 to correct coding for the food and other charges from Riverdale High School; $282,467 to move vocational teacher funds and benefits to regular education. These funds are part of the “savings” budgeted each year to cover teacher turnover, unpaid leave, and changes in class assignment. Most of the funds will be used for summer school. Mr. Sandvig also requested approval of an amendment in the amount of $54,840 to adjust the career ladder payments from the state to reflect actual staff; $57,561 to reallocate special education funds in order to cover using half of a special education teacher as half-time homebound, additional unemployment compensation, textbooks and experience changes for a psychologist. The equipment amount was needed for new staff and is covered by an equipment transfer.
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Mr. Sandvig requested approval of an amendment in the amount of $442,000, which reflects the increased cost for medical insurance that started in January, 2002. Mr. Sandvig requested approval of an amendment totaling $122,687 to correct last-minute changes made to the 2001-02 budget because of changes the state made to the chart of accounts due to Alternative Schools and Other Student Support. Mr. Sandvig requested approval of an amendment in the amount of $29,952 to complete changes made to the 2001-02 budget, because of changes the state made to the chart of accounts for Special Education Pre-Kindergarten programs and Community Services. Mr. Sandvig requested approval of amendments totaling $104,590 to reverse changes made to the 2001-02 budget because of changes the state made to the chart of accounts for GED Adult Education, and to move $2,000 for the administrative portion of Adult Education. Mr. Sandvig requested approval of budget transfers within account functions in the amount of $175,203 for Regular Education for higher pay rates due to experience, imaging at Smyrna High and ROTC raises; Vocational Education substitutes; Other Student Support additional bus aide; Regular Instruction additional unemployment and other charges; Board of Education judgments; Fiscal Services correction in step error; Maintenance of Plant equipment; Transportation overtime and drug tests for drivers; Central and Other correction to step error; and Regular Capital Outlay to correct the accounting issues with purchase orders that were used to fund parts of Wilson and Blackman Elementary Schools and Siegel Middle Schools. Following review, Comm. Throneberry moved, seconded by Comm. Ealy to approve the General Purpose School Fund budget amendments as presented. Comm. Ealy noted her conflict of interest. The motion passed unanimously by roll call vote.
SCHOOL BUILDING PROGRAM BUDGET AMENDMENT:
Mr. Watson advised the State Fire Marshal’s Office has identified a large number of emergency lights in the County School System that are not operational. The Maintenance Department estimates a cost of $50,000 to repair/replace all of the lights. The building program can fund these lights with left over roof repair funds from Central Middle, John Colemon and Smyrna Primary Schools. Mr. Watson requested approval of the following School Building Program budget amendment to provide funding to repair/replace the emergency lights: From:
Phase III Elementary & Middle School Repairs: Central Middle Roof Repair - $17,629 John Colemon Roof Repair - 28,402 Smyrna Primary Roof Repair - 3,969
To: Middle School Fire Marshal Repairs - $17,629 Elementary School Fire Marshal Repairs - 32,371
Comm. Peay asked if this work was going to be bid or done in-house? Mr. Watson advised he would have to check on this and would have the answer by the Commission meeting on Thursday, March 14. Following discussion, Comm. Sandlin moved, seconded by Comm. Throneberry to approve the School Building Program amendment for $50,000 to repair/replace the emergency lights.
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The motion passed unanimously by roll call vote.
APPROVE FUNDING FOR SIEGEL HIGH SCHOOL STADIUM COMPLEX:
Mr. Watson advised the Siegel High School stadium complex had been delayed until now. The School Board has requested, and the Health & Education Committee has approved $1.6 million to construct the multi-purpose stadium complex at Siegel High School. Chairman Evans stated this would need to be included with the next bond issue. Comm. Throneberry moved, seconded by Comm. Ealy to approve funding in the amount of $1.6 million to construct the multi-purpose stadium complex at Siegel High School. This is to be a turnkey project to be all-inclusive. Mr. Watson advised the main difference in this stadium complex and the Eagleville stadium complex is the amount of seating. Following discussion, the motion to approve funding in the amount of $1.6 million to construct the multi-purpose stadium complex at Siegel High School passed unanimously by roll call vote.
GENERAL FUND BUDGET AMENDMENTS
ELECTION COMMISSION:
Mr. Hooper Penuel and Mrs. Linda Vincion requested approval of the following budget transfer to provide additional funding for the Legal Notices Account and the Postal Charges Account. Mr. Penuel advised that due to a vacant position the money was available in the salary account:
From: 101-51500-189 – Other Salaries & Wages - $17,000
To: 101-51500-332 – Legal Notices, Recording & Court Costs - $ 6,000 101-51500-348 – Postal Charges - $11,000
Comm. Sandlin moved, seconded by Comm. Throneberry to approve the budget transfer as requested. The motion passed unanimously by roll call vote.
INSURANCE DEPARTMENT:
Mrs. Susan Boney, Insurance Department Supervisor, requested approval of the following budget transfer to provide adequate funding for the Communications Account and the Communications Equipment Account: From: 101-51920-425 – Gasoline - $215
To: 101-51920-307 – Communications - $150 101-51920-708 – Communications Equipment - 65
Comm. Peay moved, seconded by Comm. Throneberry to approve the budget transfer as requested. The motion passed unanimously by roll call vote.
PLANNING DEPARTMENT:
The committee reviewed the following budget transfer to provide funding for the Planning Department to purchase a hanging file for the engineering technician’s office:
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From: 101-51720-103 – Assistant - $600 To: 101-51720-719 – Office Equipment - $600
Comm. P. Johnson moved, seconded by Comm. Jones to approve the budget transfer for the Planning Department as submitted. The motion passed unanimously by roll call vote.
DRUG COURT GRANT:
Mrs. Mary Schneider, Drug Court Coordinator, requested approval of the following budget transfer to allow adequate funding for expenses due to the hiring of two new staff members. She reminded the committee this is all grant money: From: 101-53200-399 – Other Contracted Services - $6,500
To: 101-53200-435 – Office Supplies - $ 500 101-53200-355 – Travel - 3,000 101-53200-499 – Other Supplies/Materials - 1,000 101-53200-709 – Data Processing Equipment - 1,500 101-53200-711 – Furniture/Fixtures - 500
Comm. Sandlin moved, seconded by Comm. Peay to approve the budget transfer as requested. The motion passed unanimously by roll call vote.
GENERAL SESSIONS COURT:
Ms. Wanda Watkins, General Sessions Court, requested approval of the following budget transfer to allow for an upgrade to Judge McFarlin’s computer:
From: 101-53300-337 – Maintenance/Repair Equipment - $500
To: 101-53300-709 – Data Processing Equipment - $500
Comm. Jones moved, seconded by Comm. Sandlin to approve the budget transfer as requested. The motion passed unanimously by roll call vote.
JUVENILE COURT:
The committee reviewed the following budget transfer to provide additional funding for library references for Juvenile Court:
From: 101-53500-709 – Data Processing Equipment - $500 101-53500-719 – Office Equipment - 500
To: 101-53500-432 – Library Books - $1,000
Comm. Jones moved, seconded by Comm. Ealy to approve the budget transfer as submitted. The motion passed unanimously by roll call vote.
YOUTH SERVICES: Ms. Teena Sanders, Youth Services Department, requested approval of the following budget transfer to allow for the purchase of four new PC’s to replace old equipment:
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From: 101-53910-719 – Office Equipment - $ 800 101-53910-711 – Furniture/Fixtures - 800 101-53910-334 – Maintenance Agreements - 200
To: 101-53910-709 – Data Processing Equipment - $1,800
Mr. Brian Robertson advised the PC’s are 1.5 gigahurtz machines with 20 gig hard drives. They are Dell machines. He reported the price has plummeted. This will give the Department a total of $2,800 to purchase the four machines. Ms. Sanders advised this money was a part of their proposed five percent savings; however, she advised they will still be able to meet the projected savings. Mr. Robertson explained all seven of the computers in the Youth Services Department need replacing as soon as possible. He reported if the transfer was not approved, he would be recommending to the County Executive that the Youth Services Department be given top priority next year. He advised the machines are some of the oldest in the county. He reported they are six years old. He stated some data has already been lost on one of the machines. Comm. P. Johnson stated that seven computers at $700 each would be $4,900. He suggested that this request be looked at as a capital project and that all seven of the computers be funded from the Development Tax. Following discussion, Comm. P. Johnson moved, seconded by Comm. Peay to approve funding from the Development Tax in the amount of $4,900 to replace seven computers in the Youth Services Department. The motion passed unanimously by roll call vote.
WHEEL TAX OFFICER:
The committee reviewed the following budget transfer to provide adequate funding for gasoline for the remainder of the year for the Wheel Tax Officer:
From: 101-54140-499 – Other Supplies/Materials - $ 200 101-54140-709 – Data Processing Equipment - 100 101-54140-711 – Furniture/Fixtures - 100
To: 101-54140-425 – Gasoline - $ 400
Comm. Peay moved, seconded by Comm. Throneberry to approve the budget transfer for the gasoline for the Wheel Tax Officer as submitted. The motion passed unanimously by roll call vote.
CORRECTIONAL WORK CENTER: Mr. Alan Miller, Correctional Work Center Superintendent, requested approval of the following budget transfer to provide additional funding for the Utilities Account:
From: 101-54220-340 – Medical & Dental Services - $20,000 To: 101-54220-452 – Utilities - $20,000
Comm. Sandlin moved, seconded by Comm. Jones to approve the budget transfer as requested. The motion passed unanimously by roll call vote.
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Ms. Tracy Hill, Animal Services Director, requested approval of the following budget transfer to provide additional funding for the Refund Account to complete the remainder of the year:
From: 101-55120-316 – Contributions - $200 To: 101-55120-509 – Refunds - $200
Comm. Jones moved, seconded by Comm. Sandlin to approve the budget transfer as requested. The motion passed unanimously by roll call vote.
EMPLOYEE BENEFITS: Mr. Paul Long, Finance Director, requested approval of the following budget amendment to provide additional funding for the Unemployment Compensation Account. Mr. Long advised the appropriation has been exhausted:
From: 101-39000 – Undesignated Fund Balance - $10,000
To: 101-58600-210 – Unemployment Compensation - $10,000
Comm. Throneberry moved, seconded by Comm. Jones to approve the budget amendment for the Unemployment Compensation as requested. The motion passed
unanimously by roll call vote. BUILDING CODES DEPARTMENT: Mr. David Jones requested approval of the following budget transfer to purchase software for the department. Mr. Jones advised the department has been working on developing the specifications for a year, and the Purchasing Committee took bids on February 12 for the specifications. He reported three bids were received with the highest bid being $119,000 and the lowest bid being $29,000. Mr. Jones advised the transfer would allow the department to proceed with the lowest bidder:
From: 101-54510-718 – Motor Vehicles - $7,500 101-54510-711 – Furniture/Fixtures - 3,000
To: 101-54510-709 – Data Processing Equipment - $10,500
Comm. P. Johnson asked Brian Robertson if this transfer would allow the Building Codes Department to purchase the software that would sufficiently perform the work needed? Mr. Robertson advised this transfer would provide a total of $20,500, which would give the department the ability to give 10 simultaneous users access to the software. He reported there was not a clear base bid. He stated they recalculated the cost based on a lesser number of users. Mr. Robertson advised the software would probably ultimately allow the Planning Department to also access the data. Mr. Jones reported there would be some future benefits of going to this system. Comm. P. Johnson advised Mr. Jones would be using the projected five percent savings in his budget to achieve this transfer. He suggested this is also a capital project. He advised the Building Codes Department is primarily responsible for collecting the Development Tax and administering the program, and he believed it would be justifiable to fund this project from the Development Tax with a cap of $22,000.
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Following discussion, Comm. P. Johnson moved, seconded by Comm. Jones to approve funding not to exceed $22,000 from the Development Tax to allow the Building Codes Department to purchase the software from the lowest bidder. Mr. Robertson advised the data conversion is somewhat of a moving target. He advised $3,700 was being budgeted for data conversion as a worse case scenario. He explained he was hoping the staff of the Information Technology Department would be able to help in the data conversion, thereby reducing the cost for the conversion. Following discussion, the motion to approve funding not to exceed $22,000 from the Development Tax to allow the Building Codes Department to purchase new software passed unanimously by roll call vote. SHERIFF’S DEPARTMENT:
Regina Nelson, Chief Deputy Sheriff’s Department, advised she had revised the budget amendment at the request of the Budget Committee last month using the projected five percent reserve to provide additional funding for the Food Supplies, Food Preparation Supplies and Prisoner’s Clothing as follows:
From: 101-54110-189 – Other Salaries & Wages - $ 50,000 101-54110-201 – Social Security - 3,825 101-54110-204 – State Retirement - 5,055 101-54110-196 – In-Service Training - 2,257 101-54110-312 – Contracts w/Private Agencies - 2,000 101-54110-320 – Dues & Memberships - 200 101-54110-338 – Maintenance/Repair Vehicles - 5,000 101-54110-435 – Office Supplies - 4,230 101-54110-453 – Vehicle Parts - 13,200 101-54110-708 – Communications Equipment - 7,800 101-54110-709 – Data Processing Equipment - 2,000 101-54110-719 – Office Equipment - 2,981 101-54210-187 – Overtime Pay - 9,500 101-54210-189 – Other Salaries & Wages - 25,000 101-54210-201 – Social Security - 1,912 101-54210-204 – State Retirement - 2,528 101-54210-334 – Maintenance Agreements - 5,000 101-54210-399 – Other Contracted Service - 1,000 101-54210-410 – Custodial Supplies - 1,000 101-54210-435 – Office Supplies - 2,000 101-54210-437 – Periodicals - 125 101-54210-709 – Data Processing Equipment - 678 101-54210-735 – Health Equipment - 5,000 101-39000 – Undesignated Fund Balance - 40,856
To: 101-54210-422 – Food Supplies - $180,000 101-54210-421 – Food Preparation Supplies - 6,000 101-54210-442 – Prisoner’s Clothing - 7,147
Comm. Peay moved, seconded by Comm. Sandlin to approve the budget amendments as requested. Relative to the request by the Budget Committee for the Sheriff’s Department to revise the budget amendment from last month using line items within their budget for the proposed five-percent savings, Comm. Sandlin stated he had not seen any department’s five percent reduction. He stated he had understood not every department submitted a proposed five percent reduction. He advised the Public Safety Committee did not know there was a list of proposed five- percent reductions from the departments.
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Comm. P. Johnson stated it has been customary for the Budget Committee to request departments to look within their own budgets for available funds before requesting money from fund balance. A discussion was held on some things that might cause differences between what the Sheriff Department shows as actual expenditures and the Finance Department’s actual expenditures. Following discussion, the motion to approve the budget amendments for the Sheriff’s Department passed unanimously by roll call vote.
DRUG CONTROL FUND BUDGET AMENDMENTS:
Chief Nelson requested approval of the following budget transfers for the Drug Enforcement Department to provide funding for the officers to attend a Narcotic School and to purchase video supplies and cassette tapes, etc.: From: 122-54150-189 – Other Salaries & Wages - $3,500 122-54150-718 – Motor Vehicles - 500
To: 122-54150-196 – In-Service Training - $4,000
From: 122-54150-709 – Data Processing Equipment - $ 807 122-54150-401 – Animal Food - 1,000
To: 122-54150-499 – Other Supplies & Materials - $1,807
Comm. Peay moved, seconded by Comm. Ealy to approve the budget transfers for the Drug Control Fund as requested. The motion passed unanimously by roll call vote.
DOMESTIC VIOLENCE GRANT: Mrs. Jeanne Grant, Domestic Violence Grant Coordinator, requested approval of the following budget transfers to reflect operating expenditures according to the program requirements. The Office Supply Account was increased in order to purchase resource materials, office furniture, computers, printer and calculator:
From: 121-53110-189 – Other Salaries & Wages - $4,423 121-53110-201 – Social Security - 584 121-53110-204 – State Retirement - 839 121-53110-205 – Employee Insurance - 4,018 121-53110-212 – Employer Medicare - 139 121-53110-320 – Dues/Memberships - 370 121-53110-330 – Operating Lease Payments - 1,375 121-53110-348 – Postal Charges - 550
To: 121-53110-196 – In Service Training - $ 850 121-53110-307 – Communication - 970 121-53110-334 – Maintenance Agreements - 180 121-53110-349 – Printing, Stationary & Forms - 900 121-53110-355 – Travel - 1,596 121-53110-399 – Other Contracted Services - 1,436 121-53110-435 – Office Supplies - 5,715 121-53110-719 – Office Equipment - 651
Mrs. Grant reminded the committee this is federal grant money, and she has to spend the money and cannot carry it over to next year.
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Comm. P. Johnson moved, seconded by Comm. Jones to approve the budget transfers for the Domestic Violence Grant program as requested. The motion passed unanimously by roll call vote.
AMENDED CONTRACT WITH STATE OF TENNESSEE FOR JUVENILE DETENTION: Mrs. Lynn Duke, Juvenile Detention Center Director, requested approval of an amended contract with the State of Tennessee, Department of Children’s Services, for housing juveniles at the Juvenile Detention Center. She advised they had some problems with the State of Tennessee collecting some old fiscal year money, and for a time State children were not being accepted. Therefore, the State had to house their juveniles in other juvenile facilities, which caused them to have to spend part of Rutherford County’s allotment elsewhere. The State has now paid the arrearage amount except for $3,244.60. Mrs. Duke advised the amended contract would allow Rutherford County to receive approximately $24,000 this year. Comm. Sandlin moved, seconded by Comm. Peay to approve the amended contract with the State of Tennessee for housing juveniles in the Juvenile Detention Center as requested. The motion passed unanimously by roll call vote.
REQUEST FOR STORAGE BUILDING FOR AMBULANCE SERVICE:
Mr. Mike Nunley, Ambulance Service Director, and Mr. Tommy Brown addressed the committee about the need for an environmentally controlled storage facility for equipment. Mr. Nunley advised they had first requested the storage facility during the budget process last year, but it was not funded. At that time, the Public Safety Committee recommended Mr. Nunley addressed the issue again in the middle of the current year to see how the Development Tax collections were coming in. Mr. Nunley advised he presented the idea to the Public Safety Committee last week when he presented his 2002-2003 budget request. He reported the Public Safety Committee recommended the storage facility be forwarded to the Budget Committee with a favorable request to look at and study the options on funding. Mr. Nunley reported he was requesting an enclosed, secure building that is environmentally controlled as far as heat and air. He explained they have so much rescue equipment. He advised currently the equipment is being stored in locations all over the county, and some of it is sitting outside. Mr. Nunley advised that last year they had requested $350,000 to construct the storage building. Chairman Evans suggested the County Executive might develop a prioritized list as to what capital projects would be funded from the Development Tax. County Executive Allen suggested the Budget Committee send the issue of the storage facility for the Ambulance Service to her as a part of her budget recommendation. She stated she would have the overall picture in terms of what the requests are and what potentially could be funded through the Development Tax. Mr. Brown advised most of the rescue equipment is currently being kept inside. However, the ambulances should also be kept inside, and they are sitting outside because the inside of the building is full of rescue equipment. He also reported the Public Safety Committee suggested that Steve Smith might also be included in the storage building and that it could be used for multiple departments. He stated when Steve Smith’s equipment is considered, as well as all of the Ambulance Service equipment; it will fill the building quickly. Budget Minutes March 7, 2002 Page Thirteen
Mr. Brown advised the building would probably be built in the Blackman or Salem Road area. He reported if it is built in Blackman, he did not think it could be a metal building. He advised if it was built on the Salem Road property, it might be possible to build a 5,000 sq. ft. building, but there would be no room to grow. Following discussion, Comm. Throneberry moved, seconded by Comm. P. Johnson to forward the environmentally controlled storage building for the Ambulance Service to the Public Safety Committee to be considered in the Ambulance Service 2002-2003 budget. Comm. Peay suggested that perhaps the property that the Highway Department will be vacating might be utilized. It was also mentioned that a few years ago some covered trailers were purchased. Mr. Nunley advised they still have the trailers, and they are being used. The committee discussed this item had already been to the Public Safety Committee, who forwarded it to the Budget Committee. The County Executive stated her recommendation for the 2002-2003 budget would be presented to the Budget Committee on May 2. She stated the storage facility for the Ambulance Service could be included in her recommendation. Following discussion, Comm. Throneberry changed his motion to state that the environmentally controlled storage building for the Ambulance Service be forwarded to the County Executive for review in the 2002-2003 budget. Comm. P. Johnson agreed to change his second to the motion. The motion passed unanimously by roll call vote.
APPROVAL AND FUNDING FOR THE RM PLAN GROUP FOR FACILITIES PLANNING SERVICES: County Executive Allen reminded the committee that the County Commission had adopted a resolution to issue a Request for Proposal for consultant services for a master facilities plan. That was accomplished, and there were five responses. After presentations by all five, the consultants were narrowed down to three. The final three consultants did presentations for the judges, the Sheriff, the Circuit Court Clerk, and the committee. The Property Management Committee recommended unanimously the RM Plan Group from Nashville, who was also the low bidder at $87,000. The County Executive advised Mr. Roger Haley, City of Murfreesboro, has been informed of the recommendation. She also reported she would be advising Mr. Tommy Smith of the Industrial Development Board of the decision. She stated they have been approached to participate in the funding of the project. The County Executive advised the RM Plan Group has done substantial work in Montgomery County and other locations in Tennessee. The County Executive informed the committee the consultant would first assess the current buildings. She explained the study would also include the Juvenile Detention Facility, Workhouse, Judicial System, itself, and the economic impact of the effect of any potential recommendation regarding the court system on the historic public square. She advised the study would also include the old Health Department Building, as well as Archives and record storage. County Executive Allen stated she believed Rutherford County should participate in the study, even if the City and the IDB decided not to participate. She stated it is estimated it will take five months to complete the study. Following discussion, Comm. Sandlin moved, seconded by Comm. Ealy to approve the proposal from the RM Plan Group for facilities planning services at a cost of $87,000 and forward to the County Commission a recommendation to authorize the County Executive to execute the Budget Minutes March 7, 2002 Page Fourteen
contract. Further, to request that the City of Murfreesboro and the Industrial Development Board assist in the funding of the study at one-third of the cost each. The Finance Director asked to discuss the source of the funding in the event that the City of Murfreesboro and the IDB decide not to participate. He suggested that the source of the funding could be determined next month after it is known if the City and the IDB will assist in the funding. He stated there would have to be a definite commitment from the commission to fund the project. He stated the source of the funding could be determined any time as long as it is before June 30. He stated at the County Commission Meeting, the Budget Committee would be recommending that the County Executive be authorized to execute the contract and to start the work. He stated prior to June 30, the source of funding would have to be determined. Following discussion, the motion to approve the proposal for facilities planning services to the RM Plan Group at a cost of $87,000 and to request that the City of Murfreesboro and the IDB assist in the funding of the project at one-third of the cost each passed unanimously by roll call vote. ENVIROTEST: The County Executive advised the Property Management Committee would be recommending to the County Commission a resolution to revise the lease to provide a permanent full time facility for Envirotest in Smyrna on the county-owned property on Weakley Lane. As part of that request, the Town of Smyrna has been approached to provide water and sewer to the site at a cost of approximately $4,000. Smyrna has requested the county participate in that cost. The County Executive recommended to the committee that the county participate in the cost of providing water and sewer services to the Envirotest site at a maximum amount of $2,000 and to fund it from Fund 119, Industrial/Economic Development Fund. She suggested that the Town of Smyrna would perform the work and ask for reimbursement from the county. Following discussion, Comm. Jones moved, seconded by Comm. P. Johnson to appropriate $2,000 from the Industrial/Economic Development Fund for the purpose of providing one-half of the cost of water and sewer service to the Envirotest site on Weakley Lane in Smyrna with the Town of Smyrna performing the work and requesting reimbursement from the county. The motion passed unanimously by roll call vote. SCHEDULE MEETING FOR MAY 2, 2002: Chairman Evans advised May 2 was listed on the budget calendar as the date the Budget Committee is scheduled to receive a consolidated 2002-2003 budget document. The regular monthly meeting will be May 9. The committee agreed to meet at 5:00 P.M. on May 2, 2002. ADJOURNMENT: There being no further business to be presented at this time, Chairman Evans declared the meeting adjourned at 8:50 P.M.
___________________________________ Elaine Cawthon, Secretary |
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