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BUDGET, FINANCE & INVESTMENT COMMITTEE
May 7, 2003 6:00 P.M. Courthouse
MINUTES:
Members Present: Others Present: Others Present: Others Present: Comm. Bob Bullen Nancy Allen Jennifer Farish Wanda Watkins Comm. Anthony Johnson John Bratcher Hooper Penuel Alan Miller Comm. Will Jordan Jim Cope Linda Vincion Truman Jones Comm. Robert Peay Elaine Cawthon David Jones Comm. Steve Sandlin Lisa Nolen Virgil Gammon Comm. Doug Shafer Jeff Sandvig Lynn Duke Comm. Joyce Ealy, Chm. Angel McCloud Heather Dungan Other Interested Citizens
Chairman Ealy presided and called the meeting to order with all members being present.
2003-2004 GENERAL FUND BUDGET REVIEW:
COUNTY ATTORNEY: Mr. Jim Cope, County Attorney, presented the 2003-2004 County Attorney budget (51400). The County Executive’s recommendation totaled $214,320. Mr. Cope requested a change to the County’s Executive’s recommendation to allow for part-time personnel ($500) with related benefits ($100) to cover when one of his staff is out for maternity leave. Mr. Cope recommends that $600 be reduced from line item 336-Maintenance & Repairs so that his overall budget remains the same as recommended. Ms. Allen explained to the committee that Mr. Cope’s salary has been recommended to remain the same as in the 2002-2003 year, which is in line with her recommendation for all county employees. Mr. Cope requested that if the other county employees eventually receive an increase, that he too receive his increase. Mr. Cope also explained to the committee that the State of Tennessee has increased the professional privilege tax from $200 to $400. He noted that the 2003-2004 budget does not reflect that increase. Comm. Sandlin moved, seconded by Comm. Bullen, to approve the 2003-2004 County Attorney budget as recommended and amended totaling $214,320 The motion passed unanimously by roll call vote. Ms. Allen noted that an additional $13,513 would need to be cut from this department for it’s share of unfunded appropriations. Mr. Cope presented a resolution for Rutherford County to extend an offer of $13,000 plus the payment of court costs and accrued expenses and fees incurred to settle the condemnation suit of the old Lascassas School. Ms. Cawthon noted that there was approximately $75,000 remaining in the Lascassas Demolition project to pay these costs. Comm. Peay moved, seconded by Comm. Bullen, to approve the resolution to settle the condemnation suit regarding the old Lascassas School for $13,000 plus related costs. The motion passed unanimously by roll call vote. Mr. Cope requested approval of the following 2002-2003 budget amendment to pay for the professional privilege tax imposed by the State of Tennessee. As noted above, the cost per attorney increased from $200 to $400 per attorney.
Increase: 101-51400-320 Dues and Membership $800.00
Decrease: 101-51400-355 Travel
134.00 May 7, 2003 6:00 P.M. Page 2
Decrease: 101-51400-435 Office Supplies 270.00 101-51400-709 Data Processing 396.00
Com. Johnson moved, seconded by Comm. Jordan, to approve the amendment as presented. The motion passed unanimously by roll call vote.
ELECTION COMMISSION The County Executive’s recommendation for the Election Commission (51500) budget totals $638,711. Mr. Hooper Penuel stated he was prepared to accept the County Executive’s recommendation. Ms. Allen requested Mr. Penuel to decline the increase in his salary and accept compensation at the 2002-2003 level. Mr. Penuel was agreeable. Comm. Johnson moved, seconded by Comm. Shafer, to approve the 2003-2004 Election Commission’s budget of $638,711, amended by an amount to reduce Mr. Penuel’s salary and related benefits to the 2002-2003 levels. The motion passed unanimously by roll call vote. Ms. Allen noted that an additional $37,649 would need to be cut from this department for it’s share of unfunded appropriations.
DOMESTIC VIOLENCE GRANT Ms. Cawthon explained to the committee that this grant had previously been budgeted in Fund 121. Because of cash flows, the grant will be budgeted with the General Fund within the Circuit Court function (53110). Ms. Heather Dungan explained to the committee that the following accounts are related to her grant and that she accepts the County Executive’s recommendation.
101-53110-189 Other Salary & Wages $35,269 101-53110-196 In-Service Training 450 101-53110-201 Social Security 2,190 101-53110-204 State Retirement 3,570 101-53110-205 Employee Dependent Insurance 48 101-53110-212 Employer Medicare 520 101-53110-307 Communications 700 101-53110-320 Dues & Membership 270 101-53110-334 Maintenance Agreements 950 101-53110-348 Postal Charges 600 101-53110-349 Printing & Stationary 800 101-53110-355 Travel 1,500 101-53110-399 Other Contracted Services 4,315 101-53110-435 Office Supplies 1,275 101-53110-790 Other Equipment 8,100
Comm. Johnson moved, seconded by Comm. Sandlin, to approve the budget for the Domestic Violence Grant recommended by the County Executive. The motion passed unanimously by roll call vote. CIRCUIT COURT JUDGE Ms. Cawthon noted that the balances left within the 53110 Circuit Court Judge function relate to Judge Ash’s office and totals $200,665. Comm. Sandlin moved, seconded by Comm. Johnson, to approve the 2003-2004 budget for Circuit Court Judge as recommended by the County Executive totaling $203,753.
May 7, 2003 6:00 P.M. Page 3
The motion passed unanimously by roll call vote.
GENERAL SESSIONS COURT Ms. Wanda Watkins presented the 2003-2004 budget for General Sessions Court (53300) to the committee. Ms. Watkins stated that she was prepared to accept the County Executive’s recommendation of $751,399. Comm. Johnson moved, seconded by Comm. Sandlin, to approve the 2003-2004 General Sessions budget as recommended totaling $751,399. The motion passed unanimously by roll call vote. Ms. Allen noted that an additional $47,193 would need to be cut from this department for it’s share of unfunded appropriations.
CHANCERY COURT Mr. John Bratcher presented the 2003-2004 budget for Chancery Court (53400) to the committee. Mr. Bratcher stated he would accept the County Executive’s recommendation of $609,576. Comm. Peay moved, seconded by Comm. Johnson, to approve the 2003-2004 Chancery Court budget of $609,576. The motion passed unanimously by roll call vote. Ms. Allen noted that an additional $38,873 would need to be cut from this department for it’s share of unfunded appropriations.
DISTRICT ATTORNEY District Attorney General Bill Whitesell presented his budget (53600). Mr. Whitsell stated that he accepted the County Executive’s recommendation of $21,365. Comm. Bullen moved, seconded by Comm. Sandlin, to approve the 2003-2004 District Attorney budget as recommended totaling $21,365. The motion passed unanimously by roll call vote.
YOUTH SERVICES Ms. Angel McCloud presented her budget (53910) to the committee. Ms. McCloud stated that she accepted the County Executive’s recommendation of $939,245. Comm. Sandlin moved, seconded by Comm. Jordan, to approve the 2003-2004 Youth Services budget as recommended totaling $939,245. The motion passed unanimously by roll call vote.
TRAFFIC CONTROL Ms. Allen presented her budget recommendation for Traffic Control (54130) of $12,000 for 2003-2004. Ms. Allen noted that this account is used to pay the utilities for traffic lights. Comm. Peay moved, seconded
by Comm. Shafer, to approve the 2003-2004 Traffic Control budget as recommended
totaling $12,000. May 7, 2003 6:00 P.M. Page 4
The motion passed unanimously by roll call vote.
WHEEL TAX Mr. Bart Smith, Wheel Tax Officer, presented his budget (54140), to the committee. Mr. Smith stated that he accepted the County Executive’s recommendation of $55,022. Comm. Bullen inquired how much revenue the wheel tax officer brought into the county. Ms. Allen and Mr. Smith stated that he generates approximately $60,000 per month. Comm. Sandlin moved, seconded by Comm. Jordan, to approve the 2003-2004 Wheel Tax Officer budget as recommended totaling $55,022. The motion passed unanimously by roll call vote. Ms. Allen noted that an additional $3,418 would need to be cut from this department for its share of unfunded appropriations.
CORRECTIONAL WORK FACILITY Mr. Allen Miller presented his budget (54220) for the 2003-2004 year to the committee. He stated that the budget was prepared using 189 inmates per day. His facility has the capacity for 208. Mr. Miller stated that he accepts the County Executive’s recommendation of $1,781,069. Mr. Miller stated that he only asks the commission for the amount of money he actually needs. Comm. Sandlin moved, seconded by Comm. Jordan, to approve the 2003-2004 Correctional Work Facility budget as recommended totaling $1,781,609. The motion passed unanimously by roll call vote. Ms. Allen noted that an additional $115,916 would need to be cut from this department for its share of unfunded appropriations.
JUVENILE DETENTION Ms. Lynn Duke presented her budget (54240) to the committee for the 2003-2004 fiscal year. Ms. Duke stated that she accepts the County Executive’s recommendation $739,508. Comm. Sandlin moved, seconded by Comm. Peay, to approve the 2003-2004 Juvenile Detention Center budget as recommended totaling of $739,508. The motion passed unanimously by roll call vote.
EMERGENCY MANAGEMENT Mr. Steve Smith presented his budget (54430) to the committee for the 2003-2004 fiscal year. Mr. Smith stated that he accepts the County Executive’s recommendation of $266,238. Ms. Ealy noted that Mr. Smith submitted his budget with a nine percent reduction already in place. Because of grants and capital projects already funded during 2002-2003, Mr. Smith was able to achieve the reduction Ms. Allen noted that an additional $30,306 would need to be cut from this department’s share of unfunded appropriations. Comm. Sandlin moved, seconded by Comm. Peay, to approve the 2003-2004 budget of $266,238 for Disaster Relief. Comm. Bullen suggested
informing all commissioners of the potential additional cuts needed in each
department in the General Fund to balance the budget. May 7, 2003 6:00 P.M. Page 5
Comm. Ealy noted that for most departments, to cut additional funds would require the elimination of positions/reduction of services. The motion passed unanimously by roll call vote.
BUILDING CODES Mr. David Jones presented his budget (54510) Inspection & Regulation for the 2003-2004 fiscal year. Mr. Jones stated that he accepts the County Executive’s recommendation of $623,296. Ms. Allen noted that an additional $40,258 would need to be cut for this department’s share of unfunded appropriations. Comm. Bullen moved, seconded by Comm. Sandlin, to approve the 2003-2004 Inspection and Regulation budget as recommended totaling $623,296. The motion passed unanimously by roll call vote. Ms. Allen noted that when department heads are stating that they are accepting her recommendation, they are not agreeing to the fact that employees are not getting raises. No one agrees with that, including her. Mr. Jones explained to the committee that if you have a tax increase and an increase in insurance premiums and salaries remain the same, then those families have a lot less money than the previous year. Comm. Ealy stated that the budget committee has gone on record to protect positions.
SHERIFF’S DEPARTMENT Sheriff Truman Jones presented the 2003-2004 budget for the Sheriff’s Department (54110) to the committee which totals $12,000,562. Ms. Allen noted that the Sheriff’s budget has increased $1.2 million, and is primarily related to increases related to the crossing guards ($245,414), employee & dependent insurance ($318,324); 7 new grant patrol positions ($495,000). Sheriff Jones asked that the position in the Drug Fund be reinstated. He stated that this position is not funded by taxes and that the ICE unit program has proved to be very successful. Ms. Allen stated that this budget includes 15 new patrol cars and four video cameras, to be funded from the development tax. Sheriff Jones stated that maintenance is an area where they are hurting. Sheriff Jones explained that he currently has 13 officers on military duty. With the new officers, he would still be down by six. Some of these officers are school resource officers. With two new schools opening, they had requested 3 additional officers. He was concerned about the coverage of safety in the schools. He stated that he would like for all employees to receive the one step increase. Ms. Allen also requested the Sheriff to accept compensation at the 2002-2003 level since no county employee was receiving increases. Comm. Jordan stated he would not like to have any school without a school resource officer. Ms. Regina Nelson asked if there were sufficient funds available to purchase uniforms for the crossing guards. Ms. Cawthon stated she received information as to cost from the sheriff’s department.
May 7, 2003 6:00 P.M. Page 6
Comm. Sandlin inquired about the overtime. Ms. Nelson stated that overtime also included buy-outs of compensatory time. Ms. Allen stated she requested a list of all employees in the sheriff’s department and the jail who were close to the limit and only budgeted for those particular employees. Ms. Allen noted that an additional $694,100 would need to be cut for this department’s share of unfunded appropriations. Sheriff Jones noted that the most important resource in this county is the employees. He understands that the employee’s portion of the insurance premium may go up. But he encouraged the commissioners to raise the county employee’s one step. He stated that he had promoted several people in his department last year, but was unable to pay them. He requested that those people received compensation according to the rank structure. Ms. Allen stated that to give all general fund employees a one step increase, it would cost $1,380,350. The cost of requested upgrades/promotions in the jail is $36,368. In the sheriff’s department, it is $97,344. Comm. Ealy explained to the sheriff that the committee has recommended that County Official’s salaries be frozen at the 2002-2003 levels. Sheriff Jones was agreeable. Comm. Sandlin and Comm. Jordan questioned the cost of the repeaters and if there were sufficient funds in the budget. After discussion, Comm. Sandlin moved, seconded by Comm. Johnson, to approve the 2003-2004 Sheriff’s Department budget of $12,000,562 but with the Sheriff’s salary and related benefits changed to the 2002-2003 amounts. The motion passed unanimously by roll call vote. SPECIAL PATROLS Comm. Ealy reminded the committee that this portion of the budget is for the Priest Lake patrol and is paid with federal dollars. The County Executive’s recommendation for the 2003-2004 Special Patrol (54120) budget totals $54,366. Comm. Sandlin moved, seconded by Comm. Jordan to approve the 2003-2004 Special Patrol budget as recommended totaling $54,366. The motion passed unanimously by roll call vote.
DETENTION Sheriff Truman Jones presented the 2003-2004 budget for the Adult Detention Center (54210) to the committee which totals $7,793,600. Ms. Allen explained that the budget reflects a reduction in revenue resulting from the State’s reimbursement rate reducing from $35/day to $29/day. Recent discussions at the state level reveal that the rate reduction may be reduced to $32/day. Comm. Peay asked how many inmates the budget was based on. Sheriff Jones stated between 700 and 750. He noted that they are currently at the lowest inmate population for some time with 681 prisoners. Sheriff Jones stated that the budget at the Detention Center was primarily composed of “have to” expenditures: salaries, benefits, utilities, food, medical costs, etc. Comm. Ealy requested additional information on the building improvements. Ms. Nelson stated she thought it was for replacing the HVAC unit and cameras.
May 7, 2003 6:00 P.M. Page 7
Ms. Allen stated that an additional $454,774 would need to be cut from this department to balance the budget. Sheriff Jones stated that they will try to work within what ever budget the commissioners approve. However, he noted that depending on the situation, they may exceed some of the line items (for example-inmates with serious medical needs). Comm. Sandlin moved, seconded by Comm. Peay, to approve the 2003-2004 Adult Detention budget as recommended totaling $7,793,600. The motion passed unanimously by roll call vote. DRUG CONTROL FUND 122 Sheriff Truman Jones and Ms. Regina Nelson presented the 2003-2004 budget for the Drug Control Fund (Fund 122-Account 54150) to the committee totaling $565,587. Ms. Regina clarified their request should not show anything in line item 718 motor vehicles, and that line item 716 should be increased by $19,000. Comm. Johnson noted that the County Executive’s recommendation for both line items is $0. Ms. Allen explained that these items, including the new position, were reduced because the original request was not balanced. However, she noted that in the past when they have added positions in this fund for drug control, sufficient revenues were collected to pay for the positions. Ms. Cawthon noted that they will draw down their fund balance if revenues are not collected. Ms. Nelson stated that there may be a slight adjustment to their revenue number. Sheriff Jones asked again to have the requested patrol position back in the budget. Ms. Nelson stated that an experienced patrol person would be transferred to the drug task force. The position should be budgeted as a Grade 19, step 3. Sheriff Jones explained that tax money would not used to fund this position. Ms. Cawthon stated that the original request showed revenues totaling $562,000 and appropriations totaling $623,139. Comm. Sandlin moved, seconded by Comm. Jordan, to approve the 2003-2004 budget for the Drug Control Fund as recommended by the County Executive, but amended it to include one patrol position (grade 19, step 3) and related benefits and to reinstate the $20,000 for line item 716 – Law Enforcement Equipment. The motion passed unanimously by roll call vote.
COUNTY COMMISSION Ms. Allen presented the 2003-2004 budget for County Commission (51100) totaling $178,991. Ms Allen noted this budget represents a 9 percent cut to commissioner & committee compensation. Ms. Allen explained that this reduction will affect all committees in the county, including the Board of Education. Comm. Peay moved, seconded by Comm. Sandlin, to approve the 2003-2004 budget for the County Commission as recommended by the County Executive totaling $178,991. The motion passed unanimously by roll call vote.
COUNTY EXECUTIVE Ms. Allen presented the 2003-2004 budget for County Executive (51300) totaling $280,252. Ms Allen recommends that line item 101 and related benefits be amended to the 2002-2003 level. Her budget represents a 1.18% reduction from the 2002-2003 amended budget.
May 7, 2003 6:00 P.M. Page 8
Comm. Jordan moved, seconded by Comm. Sandlin, to approve the 2003-2004 budget for the County Executive as recommended by the County Executive totaling $280,522 and amended for the county official’s salary and related benefits to the 2002-2003 level. The motion passed unanimously by roll call vote.
FINANCE DEPARTMENT Ms. Cawthon presented the 2003-2004 budget for Finance Department (52100) totaling $752,384. This represents a reduction from the 2002-2003 amended budget, primarily due to the Human Resource Department being included in the Finance Department budget. Ms. Cawthon noted that the position in line item 101 was typically tied to the sheriff. Since the sheriff’s salary was rolled back to the 2002-2003 amounts, then this line item and related benefits would also need to be adjusted. Ms. Cawthon explained that line item 709 includes a printer for payroll. The new printer could include software to easily change signatures as officials change. Line item 719 Office Equipment includes a copy machine. The current copier has had over 800,000 copies made on it. Ms. Cawthon requests a change made to line item 320-Dues and Memberships for the increase for the professional privilege tax imposed on certified public accountants. She requests that this line item be increased by $265 and line item 435-Office Supplies be reduced by $265. Comm. Jordan moved, seconded by Comm. Shafer, to approve the 2003-2004 budget for the County Finance Department as recommended by the County Executive totaling $752,384 and amended for the county official’s salary and related benefits to the 2002-2003 level. The motion passed unanimously by roll call vote. There being no further business to be presented at this time, Chairman Ealy declared the meeting adjourned at 9:50 P.M.
___________________________________________ Lisa A. Nolen, Secretary
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