FINANCIAL MANAGEMENT MEETING MINUTES
6 SEP 2024
The Chair County Executive (CE) Graham Stowe opened the meeting asking Commissioner Matt Rubelsky to offer a prayer and lead the pledge. The Minutes of 5 June 2024 were moved for approval by Commissioner Erin Curry, seconded by Commissioner Tracy Wilburn, and were approved unanimously.
First Agenda Item – Asset disposition. Financial Manager (FM) Beth Moore-Sumners provided a handout listing all the various assets for disposition as well as the reasoning for disposition. She gave the following additional information: most assets were surplus property of the Board of Education and were approved for disposal by the school board. The last item on the handout, a wrecked 2013 school bus, was recommended to be donated to the EMS, using the shell for training purposes. Since this would be crossing departments, the FM noted a resolution would be required (with CE noting he and the FM would draft), for full commission approval. Commissioner Evan Baddour asked about screen printers which were listed in excellent condition, and reasoning for disposal. Ms. Vicky Beard, School Superintendent, informed the group that the schools were adopting new technology and with the current printers being messy, they would be pursuing newer printers from their existing budget. Commissioner Evan Baddour suggested should get a decent price, with Ms. Beard noting perhaps minimum bids required. A motion by Commissioner Evan Baddour, seconded by Commissioner Judy Pruett, to combine the amendments was made and was approved. A motion by Commissioner Evan Baddour, seconded by Commissioner Erin Curry, was made to approve the amendments and was approved unanimously. A motion by Commissioner Erin Curry, second by Commissioner Evan Baddour, to approve sending the draft resolution, to the full commission for transfer of the wrecked school bus, was made and was approved.
2nd Agenda Item – Ambulance Write-offs. The FM noted that in the past the write-offs had been grouped over several years, and that they will be done annually now. She noted the county has a billing company and a collection company and will now get monthly reports. Per the FM the number to write off is $322, 553.77 and that number represents some write-offs over a seven-year period, representing the window eligible to collect. A motion by Commissioner Erin Curry, seconded by Commissioner Tracy Wilburn, was made to send a resolution to the full commission recommending approval. Questions were raised over the significant amount, e.g., what percentage could be considered dodging the payment, with the FM noting many of the write-offs are for deceased with no estate or bankruptcy, or have little means to pay. The answer in enforcement would be litigation, per FM, which could be more costly than could be recouped. She mentioned that the lack of payment would be reflected on individual credit reports which in itself is a deterrent. Commissioner Matthew Hopkins asked about year over year trends, with the FM noting generally around $350K per year, and with CE noting by doing annually can better track trends. Commissioner Hopkins asked about looking into companies that buy bad debt, and the CE said he would check with auditors but so many of these have no means to pay, and that type company uses hard press to obtain little return on the dollar. The FM said sometime before, the county had a committee that looked into this type write-off, but the committee didn’t result in a more positive outlook. She suggested the commissioners come by her office and she could give even more detail. A vote was taken on the above motion and was approved unanimously.
3rd Agenda Item – Delinquent tax sale process. Without a previous process in place, the CE provided a handout showing information on the actions needed to do a sale on properties with delinquent taxes as well as the individual having responsibility for that action. The CE said total cost to include any additional fees was to be considered; Financial Management Committee would approve advertising in GovDeals, with county website and local paper pointing potential buyers to the GovDeals site; county under no requirement to offer legal advice; 30 days to receive bids; Fin Mgmt would review offers and make recommendation to full commission; after final offer a Quit Claim deed would be done. FM asked if the policy could be put on the Financial Management policy for future reference. Commissioner David Wamble asked if the sale would be for all four lots, with CE saying all four lots. CE did express some concerns if the bids were less than the minimum amount owed as the process forward wasn’t clear. A motion by Commissioner Evan Baddour, seconded by Commissioner Erin Curry, was made to put the process into the FM policy. Questions were raised on could you do auction for the sale, with the CE stating no, the governing statute doesn’t allow for that. The motion was approved unanimously.
4th Agenda Item – Milky Way property disposition. The CE said the total amount, i.e., delinquent taxes and fees total is $37,396.92 for all four lots. The CE proposed that the four lots be advertised for sale, and Commissioner Erin Curry moved that the lots be advertised and with Commissioner Evan Baddour providing the second, the motion was approved after the following discussion: Commissioner Tracy Wilburn mentioned the cost to maintain the property; Commissioner David Wamble mentioned the lots are land locked, with no county road (CE said county applications stipulate the county has no legal liability – would be the buyer’s responsibility); Commissioner Evan Baddour mentioned “easement by necessity”; real estate agents not an option; FM said county would use the local paper to point potential buyers to the GovDeals site; Could do a maximum bid increment; some thought more would see on GovDeals site; some comment that lots might not be equal in that some soil work had been done on one or more of the lots for septic tanks. An amendment to the motion was made by Commissioner Tracy Wilburn, seconded by Road Superintendent Gene Barnickle, to advertise for 30 days with a set increment bid of $500. Amendment approved unanimously. Original motion approved unanimously, with CE saying he would alert the commissioners by email on completion of the advertising steps.
5th Agenda Item – POP Board project funding. A handout was provided by the CE showing six projects previously discussed. These projects identify department needs beyond the fiscal year, and do not fit into the annual budget. The following projects were identified with some additional information provided by the CE. 1) Security Upgrade to the Annex. Ongoing $10K effort to provide as built drawings. Discussions with contractor on upgrading security measures by closing off the basement floor, due to time differences in locking doors, unacceptable walk-ins staying after hours, or unavailability of safety assurances, shows an estimated cost of $101K. 2) County IT – The county currently spends $75,939 annually now for all IT issues and some of that would still be needed. An Estimated $70K (including salary and other associated costs) to hire a county employee to do the more basic needs would result in more effective support in a fast-moving technology. This person would serve all departments with exception of jail services (that department has specialized needs for IT). 3) OEM vehicle removed (used another option) 4) Timekeeper software – Could use Budget Line Item 171 for capital purchases $71,400 (time clocks, etc.) and recurring costs annually of $37,506 (with starting in this fiscal year in January for $18K for recurring costs). This software would not cover any certified employees (salaried) and would assist in reducing any audit findings on timekeeping, per the FM. Later questions on the software were can you clock in on the phone with the FM noting that could be an option but would come with some checks; definitely could not clock in for anybody else. 5) EMS day truck (personnel to provide transport service rather than purchase of truck) – a handout from the local hospital showing support was provided. $160K cost which would be offset by reimbursement from Medicare, or guaranteed reimbursement from the hospital (zero sum cost) the personnel would work four-day 10-hour shift and could also help with other services at times. This revenue represents 30% of the EMS budget. 6) cardiac monitors – if not done this year, then would have to be done next year. EMS has been seeking a grant but expect that to be funding only a small portion of the $784K cost. Commissioner Evan Baddour asked if we shouldn’t talk to the state representative for any funding relief, or at least put it on their radar. CE stated that grants can occasionally be helpful but State doesn’t bankroll counties for operational necessities. A motion by Commissioner Evan Baddour, seconded by Commissioner Erin Curry, was made to recommend approval and send to the budget committee.
With no unfinished or new business, a motion to adjourn was made by Commissioner Tracy Wilburn, seconded by Commissioner Evan Baddour, and was approved unanimously.
MEMBERS IN ATTENDANCE: Chairman County Executive Graham Stowe, Director of Schools Vickie Beard, Road Superintendent Gene Barnickle Commissioner Members – Erin Curry, Judy Pruett, Evan Baddour, Tracy Wilburn, Other Commissioners Attending: Gayle Jones, Tim Risner, Joyce Woodard, James Lathrop, Terry Jones, David Adams, Roger Reedy, Matthew Hopkins, Matt Rubelsky, David Wamble, Caleb Savage, Carmen Brown Others – Financial Manager (FM) Beth Moore-Sumners, Shana Woodard, Director Emergency Management Services Bill Myers, Willow Chavez, Public: Lynn Golden co-owner Milky Way Farm and others
Chair Business a. Asset disposition b. Ambulance write-offs c. Delinquent tax sale process d. Milky Way property disposition e. POP Board project funding
