BUDGET, FINANCE & INVESTMENT COMMITTEE

 

                  April 6, 2000                   6:15 P.M.                      Courthouse

 

                                                                     MINUTES:

Members Present:                             Others Present:                      Others Present:

Comm. Jimmy Evans, Chair.            Evans Maples                         Eddie Bowman

          Comm. Jerry Baxter                           Comm. Anthony Johnson     Ben Bennett

          Comm. Joyce Ealy                             Jennifer Gerhart                     Becky Smith

          Comm. Joe Frank Jernigan              Tela Bayless                          Jeff Sandvig

          Comm. Paul Johnson                         Mike Nunley                          Jim Mahanes

          Comm. Allen McAdoo                        Tracy Hill                               Paul Long

Comm. Steve Sandlin                        Regina Nelson                     Elaine Cawthon

 

 

Chairman Evans presided and called the meeting to order at 6:15 P.M. with all members being present.

 

APPROVE MINUTES:

 

The minutes of the March 9, 2000 meeting were presented for approval.

 

Comm. Baxter moved, seconded by Comm. Jernigan to approve the minutes as presented.

 

The motion passed unanimously by voice vote.

 

INVESTMENT REPORT:

 

Mr. Evans Maples, Trustee, presented the monthly Investment Report for the information and use of the committee.

 

Mr. Maples explained the various transactions that occurred during the month.  He reported the LGIP interest rate for the month was 5.93%.

 

Comm. Jernigan moved, seconded by Comm. Baxter to approve the Investment Report as presented.

 

The motion passed unanimously by voice vote.

 

FUND CONDITION REPORT:

 

Mr. Long presented the Fund Condition Report for the month ending March, 2000.

 

Mr. Long explained the Development Tax collections for the month totalled $262,875 as compared to $184,125 for March, 1999.

 

The year-to-date collections total $1,938,375 compared to $2,036,625 for the same period last year.

 

Mr. Long reported all the fund cash balances are significantly above last year, with the exception of the Employee Insurance Fund.  Mr. Long reported he anticipated making a presentation to the Insurance Committee on April 25.  He explained he would be working with the County Executive and Mrs. Boney to develop some alternatives for the Insurance Committee to consider in terms of improving the funding for that program.  He stated it appears there is a problem.  He reported the contribution for retiree's was reduced by one-half in July, and at that time, it was decided to review that at the end of one year.  He stated the portion not being funded amounts to approximately $140,000.  He explained approximately $120,000 of this is School Board related, with  $15,000 to $20,000 being General Fund, and approximately $10,000 being the Highway Department. 

 

He reported the total contributions being made to the Employee Insurance Fund will also be reviewed.  He explained he is in the process of surveying the surrounding municipalities.  So far, it Budget Minutes           April 6, 2000            Page Two

 

 

has been determined, the county's individual contribution is comparable.  However, the family contribution is significantly below all of the others. 

 

Mr. Long reported the total cash balances in all of the funds were $134,780,442, with $87,919,456 being operating funds, and $46,860,986 being borrowed funds.  This reflects the proceeds of the $34 million bonds issued in March.

 

A discussion was held regarding the Stewartsboro Road project.

 

Mr. Long reported the federal collections in the General Fund are behind.  He reported the Sheriff has indicated there has been a hold put on some of those reimbursements at the Federal level, and Ms. Elam has been trying to schedule a meeting with Phillip Martin to see if there is anything she can do to help expedite that payment.

 

Chairman Evans verified the money for the Siegel Middle, Walter Hill Elementary, and Blackman Elementary Schools, as well as the stadium money, has been received and is ready to be used.

 

Mr. Long reported basically all of the construction money, with the exception of the money for the furniture and equipment has been received. 

 

Following discussion, Comm. Sandlin moved, seconded by Comm. Baxter to approve the Fund Condition Report as presented.

 

The motion passed unanimously by voice vote.

 

GENERAL FUND BUDGET AMENDMENTS

 

REGISTER OF DEEDS:

 

Mrs. Jennifer Gerhart, Register of Deeds requested approval of the following budget transfer:

 

     From:  101-51600-355 - Travel - $200

     To:  101-51600-307 - Communications - $200

 

Comm. Jernigan moved, seconded by Comm. Ealy to approve the budget transfer as requested.

 

The motion passed unanimously by roll call vote.

 

HEALTH DEPARTMENT:

 

Mrs. Tela Bayless, Health Department Director, requested approval of the following budget transfers:

 

     From:  101-58600-205 - Employee Benefits - $135

     To:  101-55110-205 - Employee Insurance - $135

 

This request is to correct a miscalculation of a previous budget amendment.

 

     From:  101-55190-399 - Other Contracted Services - $500

     To:  101-55190-709 - Data Processing Equipment - $500

 

This request is to purchase "smart" computer terminals to help in the preparation of the TennCare eligibility verifications between April and July, 2000.  Rutherford County will have over 2600 cases to reverify during the short time frame, and additional equipment will allow the utilization of additional staff.

 

Comm. Ealy moved, seconded by Comm. Jernigan to approve the budget transfers as requested.

 

The motion passed unanimously by roll call vote.

 

 

Budget Minutes           April 6, 2000            Page Three

 

 

EMERGENCY MEDICAL SERVICES:

 

Mr. Mike Nunley, Ambulance Service Director, requested approval of the following budget amendment to appropriate a $300 donation from Pack's Towing & Recovery for the Dive Team to purchase equipment:

 

     Increase Revenue:  101-44570 - Contributions & Gifts - $300

     Increase Expend.:  101-55130-599 - Other Charges - $300

 

Comm. Sandlin moved, seconded by Comm. Baxter, to approve the request as presented.

 

The motion passed unanimously by roll call vote.

 

ANIMAL SERVICES:

 

Ms. Tracy Hill, Animal Services Director, requested approval of the following budget transfer to cover refunds for already spayed animals not requiring surgery and to cover neuter compliance within 30 days on reclaimed animals:

 

     From:  101-55120-499 - Other Supplies & Materials - $300

     To:  101-55120-509 - Refunds - $300

 

Following discussion, Comm. Sandlin moved, seconded by Comm. Baxter to approve the budget transfer as requested.

 

The motion passed unanimously by roll call vote.

 

SHERIFF'S DEPARTMENT:

 

Mrs. Regina Nelson requested approval from the committee for the following budget amendments:

 

     Increase Revenue:  101-44520 - Insurance Recovery - $8,410

     Increase Expend.:  101-54110-718 - Motor Vehicles - $8,410

 

This is a request to appropriate insurance proceeds received on a patrol car that was hit by a tractor trailer truck.

 

     From:  101-39000 - Undesignated Fund Balance - $3,500

     To:  101-54210-421 - Food Preparation Supplies - $3,500

 

This request is to purchase food preparation supplies such as plastic spoons, forks, styrofoam cups, etc.

 

     From:  101-39000 - Undesignated Fund Balance - $500

     To:  101-54110-199 - Other Per Diem & Fees - $500

 

This request is to provide adequate funding for the account used to pay for Grand Jury meals.

 

Following discussion, Comm. Baxter moved, seconded by Comm. Jernigan to approve the budget amendments as requested.

 

The motion passed unanimously by roll call vote.

 

REQUEST REGARDING FIRING RANGE:

 

Mrs. Nelson and Sgt. Eddie Bowman reported $200,000 was appropriated in fiscal 1999-2000 from the Development Tax for developing the firing range.  Mrs. Nelson reported she does not believe the Sheriff's Department will be able to spend that money before June 30.  She requested an extension or to have the funds carried forward to next year.

 

Sgt. Bowman reported the project was bid in December, and everything came back for more than the money available.  He explained he has applied for grants from several different firearm Budget Minutes           April 6, 2000            Page Four

 

 

companies, and he is waiting to hear from them.  Sgt. Bowman reported the lowest bid was $174,000 over the money available. 

 

Sgt. Bowman reported the original bid was based on the National Guard building the firing range.  He explained it takes the National Guard two to three years to come in and build the firing range. 

 

Mr. Long reported it would be appropriate for the Sheriff's Department to make a budget request for the funds during the budget process; either to have it funded in the General Fund or Development Tax.  He explained an appropriation cannot be rolled over.  It has to be reappropriated through the budget process.  He suggested a proposal be submitted to be included in the budget process.

 

Chairman Evans recommended the proposal be submitted to the Public Safety Committee first.

 

REPORT ON SHERIFF'S DEPARTMENT COMP. TIME BALANCES:

 

A report on the Sheriff's Department comp. time balances by employee was provided to the committee.  The report was reviewed and discussed by the committee.

 

Mr. Long explained a regular employee can accumulate no more than 240 hours of comp. time, while a tour of duty employee can accumulate 480 hours.

 

The Finance Director explained the county has been advised by some other governments, if there is no written agreement signed by the employee where they have agreed to accept comp. time, then there is no justification to give them comp.  In that case, if the employee requests to be paid, then the county has to pay them.

 

Mr. Long explained one of the things being addressed with the pay plan review is identifying the employees who meet the definition and the criteria to be exempt from the overtime/comp. time requirement.  The study will identify those positions.  He stated, at that time, he believes there will be a recommendation that those employees will no longer be allowed to accumulate comp. or overtime. 

 

DRUG CONTROL FUND BUDGET AMENDMENTS:

 

Mrs. Regina Nelson and Lt. Ben Bennett requested approval of the following budget transfer to provide additional funding for the Overtime Pay.  Lt. Bennett explained the primary reason for the request is due to an employee requesting to be paid for his comp. time.  Lt. Bennett stated in order to honor his request and to have enough funds available until June 30, the following request was being made:

 

     From:  122-54150-319 - Confidential Drug Enforcement - $3,500

     To:  122-54150-187 - Overtime Pay - $3,500

 

Following discussion, Comm. Sandlin moved, seconded by Comm. Baxter to approve the request as presented.

 

The motion passed unanimously by roll call vote.

 

SOLID WASTE/SANITATION FUND BUDGET AMENDMENTS:

 

Ms. Becky Smith, Convenience Center Director, requested approval from the committee for the following budget transfers:

 

     From:  116-55732-409 - Crushed Stone - $7,000

     To:  116-55732-412 - Diesel Fuel - $7,000

 

Budget Minutes           April 6, 2000            Page Five

 

 

     From:  116-55732-312 - Contracts w/Private Agencies - $1,500

     To:  116-55732-452 - Utilities - $1,500

 

Ms. Smith explained the diesel fuel needs to be increased due to increased cost and usage.

 

Ms. Smith explained she is requesting additional funding for the Utilities Account to complete the remainder of the year.

 

Following discussion, Comm. Jernigan moved, seconded by Comm. Ealy to approve the transfers as requested.

 

The motion passed by roll call vote with Comm. McAdoo being absent at that time.

 

GENERAL PURPOSE SCHOOL FUND BUDGET AMENDMENTS:

 

Mr. Jeff Sandvig, Assistant Superintendent, requested approval of the following budget transfer to be used primarily for carpet, tile repair, and asbestos removal:

 

     From:  141-72620-499 - Other Supplies & Materials - $100,000

     To:  141-72620-399 - Other Contracted Services - $100,000

 

Comm. Jernigan moved, seconded by Comm. Baxter to approve the budget transfer for $100,000 as requested.

 

The motion passed by roll call vote with Comm. McAdoo being absent at that time.

 

Mr. Sandvig requested approval from the committee for the following amendment to correct the estimated amount used in the amendment to purchase the Wilson property:

 

     Increase Revenue:  141-44540 - Sale of Property - $961

     Increase Expend.:  141-99200-590 - Transfers to Other Funds -                                                              $961

 

Comm. Jernigan moved, seconded by Comm. Ealy to approve the request as presented.

 

The motion passed by roll call vote with Comm. McAdoo being absent at that time.

 

Mr. Sandvig requested approval of the following budget amendment which recognizes additional funds the system will receive for the 1999/2000 Technology Literacy grant.  There was $25,000 in the original budget:

 

     Increase Revenue:  141-47590 - Other Federal through State -                                                        $68,961

 

     Increase Expend.:  141-71100-429 - Instructional Supplies &

                                        Materials - $20,000

                        141-71100-722 - Instructional Equipment -                                                    $48,961

 

Comm. Jernigan moved, seconded by Comm. Baxter to approve the budget amendment as requested.

 

The motion passed by roll call vote with Comm. McAdoo being absent at that time.

 

SCHOOL BUILDING PROGRAM TRANSFERS:

 

Mr. Jeff Sandvig requested approval of a Phase II Building Program budget transfer which is needed to move $41,235 from Oakland Repairs to Site Development in order to pave at Daniel McKee School.  Oakland has funds remaining in roof repair, because the roofing contract was awarded to a lower bidder than Riverdale's.