Fiscal Court Approved Minutes – March 24, 2020

The regular meeting of the Boyle County Fiscal Court was held on the 24th day of March, 2020 at 9:00 a.m. Members present at the meeting were:

John Caywood
Jason Cullen
Tom Ellis
Jamey Gay
Judge Howard Hunt
Ronnie Short
Phil Sammons was not in attendance

Others present at the meeting were, Fiscal Court Clerk Anne Nagy, County Treasurer-Mary Conley, Asst-Treasurer-Laurent Nash, Director of Public Works Duane Campbell, Jailer Brian Wofford, EMA Director Mike Wilder, EMS Director Mike Rogers, Solid Waste Director Angie Muncy, Human Resources Shannon Greene, IT Director Bill Nichols and Kimberly Morgan.

Judge Hunt called the meeting to order and Magistrate Jamey Gay gave the invocation.

Judge Hunt led the Court in the Pledge of Allegiance.

Judge Hunt presented the minutes from the March 10, 2020, Fiscal Court meeting for consideration. A motion to approve the March 10, 2020, minutes was made by Magistrate Gay, seconded by Magistrate Ellis. Discussion: Magistrate Ellis offered correction related to attorney fees. Changed “annual” to “to-date”. All members voted in favor of accepting the minutes with correction noted.

Assistant Treasurer Laurent Nash presented the Payroll totaling $290,183.88, Standing Orders totaling $261.91, P.O.s and Vouchers totaling $227,569.15. Total accounts payable bills $518,014.94. Motion by Magistrate Gay to approve the bills as presented. Seconded by Magistrate Short. There was no discussion. The motion carries.

Budget /Cash Transfers: County Treasurer Mary Conley: I have cash transfers from the General Fund to the Joint Jail Fund $36,500 for operations and $3,000 from Joint Jail to General Fund because a deposit for the General Fund was inadvertently deposited into the Joint Jail Fund. Motion made by Magistrate Ellis, seconded by Magistrate Gay to approve the cash transfers. No discussion. Motion carries. Budget transfers were circulated, they are housekeeping items. If you have any questions I will be happy to answer them; otherwise you can see me afterward in my office. Motion to approve budget transfers by Magistrate Short, seconded by Magistrate Gay. No discussion. Motion carries.

Consent Calendar:

Birthplace of Kentucky: Minutes of the initial meeting of Birthplace of Kentucky Committee was distributed to the Magistrates for information. Judge Hunt spoke with Steve Knight, chairman. He was willing to attend today’s meeting but, due to Social Distancing, we determined the minutes would suffice.

Animal Control Advisory Board Memorandum of Agreement between Commonwealth of Kentucky and Boyle County Fiscal Court: Treasurer Conley spoke on behalf of the Humane Society. The grant was specifically for the spay/neuter program. We were surprised to receive this $2,500 grant. The Court agreed to match these funds. Approve transfer of funds from our reserves to transfer $5,000. We are the recipient of the grant and pass it through to the Humane Society. Motion made by Magistrate Ellis to approve the Memorandum and the transfer of funds, seconded by Magistrate Caywood. No discussion. Members voted unanimously in favor of motion. Judge Hunt stated that he could not be happier with Animal Control and the Shelter for their work.

Sheriff Derrick Robbins: Presented check to the Court for our excess fees. Also, presenting the end of the budget with an adjustment suggested by the auditors. Treasurer Conley stated the excess fees received from the Sheriff is $1,418.05. The Judge is pleased to announce we will be writing a check to the Sheriff for the Texas Eastern recovery of $3,750. Motion to approve the Sheriff’s excess fee check and 4th Quarter Annual Budget Report made by Magistrate Cullen, seconded by Magistrate Short. No further discussion. Motion carries.

Joint Jail Committee Update Jailer Brian Wofford: Thanked the Court for the truck Ford 250 with over 100,000 miles on it. We have a talented inmate who has repaired this vehicle and we have a working vehicle for approximately $2,000. This state inmate is compensated, as is any inmate who provides service for suicide watch or other duties, via phone minutes, Canteen funds or such. Due to COVID19 concerns, inmates are not being transferred between facilities. Counties are not going to charge for holding inmates from other counties. Kellwell Contract (food provider) has requested a 2.5% increase. The current contract expires in 2021 and does not have a stipulation for any increase. The contract can be put out to bid or we may renew with increase at that time. Jail Wofford detailed that he requested four additional deputies but the Joint Jail Committee did not approve this request. We are down five employees at this time. Consideration Commonwealth of Kentucky Grant Agreement. This is our State SAP program we have with Shepherd’s House (not the local Shepherd’s House). Motion to approve this Agreement made by Magistrate Gay, seconded by Magistrate Ellis. No discussion. Motion carries unanimously.

Boyle Jail Budget: This is submission for acknowledgement of receipt. Motion by Magistrate Gay to acknowledge receipt of the Boyle Jail Budget, seconded by Magistrate Short. No discussion. Motion carried.

EMS Director Mike Rogers: Presented Minimum Staffing Policy to the Court for approval. Policy required due to COVID19 national emergency. Motion by Magistrate Cullen to approve the Minimum Staffing Policy, seconded by Magistrate Gay. Discussion included reminder by Magistrate Short to contact the Personnel Committee regarding any such policies going forward. Director Rogers stated that he has spent 90% of his time preparing for COVID19 response, Personal Protective Equipment (PPE). He agreed to contact Personnel Committee in the future. No further discussion. Motion carried. Introduction of two new Part Time hires Jacob Sims, EMT at $12.00/hour. Jacob is currently working. Kimberly Morgan, Paramedic at $15.00/hour. Effective immediately. Motion to approve part time hires made by Magistrate Gay, seconded by Magistrate Cullen. All members voted in favor, motion carried.

Court entered Executive Session related to Personnel Issue. Motion by Magistrate Gay to go into Executive Session for personnel matter, Seconded by Magistrate Short. Motion Carries.

Motion by Magistrate Gay to return from Executive Session, seconded by Magistrate Ellis. No discussion. Motion passed unanimously.

Judge Hunt: an EMS employee, Mr. Brian Sears, who has spent all his FMLA leave and other leave, he has a physician’s release to return to work. Mr. Sears has been noncommutative. Magistrate Gay made motion to terminate Mr. Sears’ employment March 24, 2020. Seconded by Magistrate Caywood. No discussion. Motion passed unanimously. Director Rogers requested approval to post fulltime EMS position. Motion to approve this posting made by Magistrate Gay, seconded by Magistrate Short. No discussion. Motion carries. Director Rogers advised the Court EMS is training and ready to respond in our current COVID19 emergency.

Convention & Visitors Bureau January 2020 Financials: Presented for acknowledgement of receipt. Motion to accept the presentation of CVB financials made by Magistrate Gay, seconded Magistrate Caywood. Discussion to invite CVB to next Court session – April 14, 2020. Motion carries.

Public Works: Request Approval of New Hire for Part Time Position-Constitution Square: Duane Campbell request approval for new hire part time position at Constitution Square. Shannon Greene, HR, shared James Ross has applied and is an excellent candidate for this position. Hire date effective April 1, 2020. Mr. Ross has a radio spot as “James the Gardener”. Magistrate Ellis made motion to accept Mr. Ross in this position, seconded by Magistrate Caywood. All voted in favor, motion carries. Treasurer Conley requested a line item for Constitution Square. We need approval to pull $6,000 from reserves. This will need to be approved by the Court to add this position to Constitution Square. Motion made for separate line item by Magistrate Caywood, Seconded by Magistrate Cullen. Motion passed unanimously. Magistrate Ellis requested update on sidewalk repair and brick wall. Some of that will be included in budget as too large for a maintenance item.

Solid Waste: Angie Muncy requested approval of a new hire, full time position for dead animal removal. Shannon Greene, HR, recommended Lance Cotton, he was the only applicant for the position but is qualified. Currently works at the Recycling Center. He will help at recycling when not working as Dead Animal Removal effective March 27, 2020. He was the only applicant and is qualified. The pay is set $15.75 per hour (after six month $16.55) for Dead Animal Removal. When working Recycling, pay rate would be at his current rate. Pay will be directly related to job duty. Personnel Committee recommended the pay rate be split between recycling and Dead Animal Removal, it may be he will not be available to work in recycling. Motion made by Magistrate Gay to offer position to Lance Cotton with the rate of pay stipulation, seconded by Magistrate Short. No further discussion. Motion carried. Treasurer Conley reminded the Court that there is no line item related to this new Dead Animal Removal position. She requested a transfer of $20,000 from reserves to cover the costs until we establish a new line item for this position. The Conservation District will reimburse some funds to use but we must list our expenditures apart from any reimbursement. Motion by Magistrate Cullen to authorize transfer of $20,000 from reserves and add new Dead Animal Removal position under Health and Sanitation Services. Seconded by Magistrate Ellis. Judge Hunt suggested that, prior to first call in Boyle County, the new employee ride with Franklin County. Until our composting site is developed, animals will be delivered to Tri-K Landfill.

Request to advertise for Full Time position: One of my part time workers is transferring to Constitution Square part time position. Currently, due to COVID19, everything is slowing down. I’d like to postpone the hiring the Full Time position but fill the Part Time position. Motion to approve advertising of a Full Time position, when hiring becomes necessary; and the immediate posting of a part time position. Motion made by Magistrate Cullen, seconded by Magistrate Short. No additional discussion. Motion approved.

Ms. Muncy presented Recycling Grant. Total requested $108,054.94 and in kind match. Motion by Magistrate Short to approve the submission of the Grant request, seconded by Magistrate Cullen. Treasurer Conley noted that these grants normally approved in April will allow for a budget item to be added in the July budget. No further discussion. Motion passed unanimously.

Household Hazardous Waste Grant submission approval requested by Ms. Muncy. This is a one day event. No date set until grant approved. Motion made to approve by Magistrate Cullen, seconded by Magistrate Short. No discussion. Motion carriers.

Composting Grant $176,901 plus in kind. Request includes rock, wood chipper, fabric, incinerator with after burner. Motion by Magistrate Gay to approve composting grant, seconded by Magistrate Short. No discussion. Motion passed unanimously.

Treasurer: Ms. Conley submitted February 2020 Financials. Following Department Head Budget meetings, I will be shopping for a better return on our accounts. Recently informed our rate dropped from 1.51% to .75%. Balance between those two accounts is $50,000 from 2016. Motion for acceptance of Financials. Motion by Magistrate Gay, seconded by Magistrate Cullen. Motion carries unanimously.

Treasurer ANNOUNCEMENT: Finance Committee Meeting April 21, 2020 at 9:00am in Fiscal Court. Also provided a schedule of the Budget Meetings which is the Treasurer, Department Heads and the Judge, if available. Our budget must be completed by May 1, 2020. Appropriation Requests were sent to agencies. Deadline was last week. A list will be prepared of what has been given in Appropriations in the past and an opportunity to list what you think should be appropriated this year. You will see a history, their current request and a blank for you to use as a worksheet. Each agency/organization will have a financial statement and budget along with our history of appropriations available for your review in my office. The process takes about 3 days, reviewing what they have asked for, purpose and final disbursement report. They must substantiate their request and what was actually disbursed. Not everyone will receive an application for appropriation if they do not comply with our requirements. There was discussion related to possibly automating this process, shifting responsibility to the requestor rather than us reaching out to the community for appropriation requests. This could be delegated to another associate. They may wish to use another method. Bill Nichols, IT, offered that he could develop an online form we just need a Bot to eliminate bogus requests.

COMMITTEE REPORTS:

Magistrate Short presented Animal Control Committee Meeting Minutes from March 9, 2020. We learned we have 19 dogs and 11 cats which is really low. Move to accept Minutes from Animal Control Committee Magistrate Short, seconded by Magistrate Caywood. Minutes on file in County Treasurer’s office Fiscal Court Committee Binder. Minutes accepted by unanimous vote

Magistrate Short presented Solid Waste Committee Meeting Minutes from March 11, 2020. Angie updated us on issues since the beginning of the year. Dead animal composting was the major issue. Also discussed the grants. Motion to accept Minutes from Solid Waste Committee Control Meeting by Magistrate Short, seconded by Magistrate Gay. Minutes on file in County Treasurer’s office Fiscal Court Committee Binder. No discussion. Minutes accepted by unanimous vote.

Magistrate Short presented Personnel Committee Meeting Minutes from March 13, 2020. Purpose of job descriptions discussed. Discussed replacing critical staff. Endorsing time clock systems under review. Shannon Greene was asked to change minutes to describe employees as Exempt and Non-Exempt as opposed to Salary and/or Hourly. Motion to accept Minutes from Personnel Committee Meeting by Magistrate Short, seconded by Magistrate Caywood. Discussion to approve with correction. Minutes on file in County Treasurer’s office Fiscal Court Committee Binder. No discussion. Minutes accepted by unanimous vote.

Magistrate Cullen presented Boyle County EMS Committee Meeting Minutes from March 10, 2020. Discussion of TECC training. Monitoring COVID19 in coordination with Boyle County Health Department and other agencies. Motion to accept Minutes from EMS Committee Meeting by Magistrate Cullen, seconded by Magistrate Gay. No discussion. Minutes on file in County Treasurer’s office Fiscal Court Committee Binder. Minutes accepted by unanimous vote.

Magistrate Gay presented Joint Jail Committee Meeting Minutes from March 2020. Discussion included the budget and policies. The increase of four for staffing and the success of the SAP program. Motion to accept Minutes from Joint Jail Committee Meeting by Magistrate Ellis, seconded by Magistrate Gay. No discussion. Minutes on file in County Treasurer’s office Fiscal Court Committee Binder. Minutes accepted by unanimous vote.

NEW BUSINESS

Magistrate Gay: The importance of emphasizing the COVID19 guidelines. We be role models for Social Distancing and maintain patience. Support our local businesses whenever possible. Continue to pray that we grow closer to each other in this time of separation.

Magistrate Short: Danville Church of God is open daily (across from Salvation Army) for prayer. Please distance yourself and hand sanitizer is available. If there is ever a time that we, as Christians, need to pray for one another and our Nation’s leaders.

Magistrate Cullen: Emphasize the importance of completing the Census 2020. It is easy to complete online. Please pray for our businesses. This is a difficult time and many are losing their jobs and we don’t know how long this will last. U.S. Representative Guthrie is focused on Small Businesses, which I appreciate. A silver lining in this is the time families are spending together. It’s nice to see families walking together and not distracted.

Magistrate Caywood: Small businesses have to pay our payroll tax at the end of this quarter. Judge Hunt advised that the County is following the Federal guidelines allowing extension of time for filing. Magistrate Caywood expressed concern that the programs reach the truly small businesses. Judge Hunt reminded everyone to follow the Boyleky.com site for up-to-date information related to COVID19 programs and assistance.

Magistrate Ellis. Reminder to complete the Census 2020 forms. The KMCA and KACo have been putting out tremendous information. KMCA has sent out a survey you may wish to complete. Related to the CVB, there is mention of partnership with the Chamber and county map, no mention of Perryville, Forkland or Junction City. These should be included. Ms. Kirchner mentioned funds collected from business but no detail on distribution. Medications are showing promise in treating COVID19 normally used for treatment of Malaria. There is hope in this for our population.

Judge Hunt: I’d like to make a motion to approve the job descriptions as presented and reviewed by Department Heads. Motion made by Magistrate Gay, seconded by Magistrate Caywood. No discussion. Motion passed unanimously. Judge Hunt asked if members of the Court has the capability of remote meeting. Majority of members do not have cameras for live stream. We will look into using a larger courtroom to facilitate appropriate social distancing. Bill Nichols, IT, is looking into chat rooms and recording using smart phones. Judge Hunt has offered to Mayor Perros and Mike Wilder EMA to participate in a live stream public video for Q&A. I’d like to express my appreciation for Wilderness Trail Distillery for producing gallons and gallons of hand sanitizer along with The Still and AMBRAbev. This is great innovation and help to our community.

Under my KRS latitude a county-wide Declaration of Emergency was implemented with allows for reimbursement from FEMA. Go to boyleky.com – it is constantly being updated with the latest information.

Meeting adjourned on behalf of our expression of support for those families who have been affected by this COVID19 Pandemic. Also, Danville and Boyle County school systems are delivering meals for children. Motion to adjourn made by Magistrate Cullen, seconded by Magistrate Short. Motion carries.

Respectfully submitted,

Howard P. Hunt III
Boyle County Judge Executive