Fiscal Court Approved Minutes – May 12, 2020

The regular meeting of the Boyle County Fiscal Court was held on the 12th day of May, 2020 at 9:00 a.m. via “Go-To-Meeting” virtual attendance. Members present at the meeting were:

John Caywood
Jason Cullen
Tom Ellis
Jamey Gay
Judge Howard Hunt
Phil Sammons
Ronnie Short

Others present online were, Fiscal Court Clerk Anne Nagy, County Treasurer Mary Conley; Asst.-Treasurer-Laurent Nash, EMS Director Mike Rogers, Solid Waste Director Angie Muncy, Public Works Director Duane Campbell, IT Director Bill Nichols, County Attorney Chris Herron, Jessica Deering and John Turner.

Judge Hunt called the meeting to order and Magistrate John Caywood gave the invocation.

Judge Hunt led the Court in the Pledge of Allegiance.

Judge Hunt presented the minutes from the April 28, 2020, Regular Fiscal Court meeting and May 5, 2020 Special Called Meeting for consideration. A motion to approve both the April 28, 2020 and May 5, 2020, minutes was made by Magistrate Gay, seconded by Magistrate Short. Discussion: Magistrate Ellis offered correction on page 2 of April 28th, in Wilderness Trail Distillery amended to “language to be prepared by Planning & Zoning Committee”. All members voted in favor of accepting the minutes with corrections.

Assistant Treasurer Laurent Nash presented the Payroll totaling $296,122.06, Standing Orders totaling $1,746.66, P.O.s and Vouchers totaling $2,247,499.11. Total accounts payable bills $2,545,367.83. Motion by Magistrate Caywood to approve the bills as presented, seconded by Magistrate Sammons. There was no discussion. Magistrate Ellis recognized Magistrate Sammons for his work in NACo waiving dues for next year, approximately $600.00 per year. No further discussion. The motion carries.

Budget/Cash Transfers: County Treasurer Mary Conley stated Budget Transfers will be presented at the next meeting. We have two Cash Transfers from the General Fund to the Joint Jail Fund $91,250.00 for operations, $3,131.86 for the Energy Efficiency Debt Service interest payment due on that Bond service June 1. Motion made by Magistrate Sammons to make cash transfer, seconded by Magistrate Caywood. No discussion. Motion unanimously approved.

CONSENT CALENDAR:

Jessica Deering and John Turner Certificates of Appreciation. Judge Hunt recognized, on behalf of the Fiscal Court, it is my honor to identify two outstanding volunteers who helped us during the 2020 Mustang Horse Abuse and Neglect Incident. Many people assisted us but Mr. Turner and Ms. Deering were integral in saving the lives of over 25 starving and abused horses. The actions taken eventually lead to surviving horses being placed in safe, healthy, and nurturing homes. Their volunteerism reflects great credit upon them and the people of Boyle County.

Request to Consider Contracting Patrick & Associates CPA Firm for 2020 Audit: Treasurer Conley circulated a proposal from Patrick & Associates who have prepared our audit in the past. We can put this out for proposals, which I did two years ago, or we move and go forward with the proposal in front of you from Patrick & Associates at $13,500. This is the same firm and fee as last year. Motion made by Magistrate Gay to approve proposal, seconded by Magistrate Ellis. Ms. Conley stated she would notify the State Auditor’s office so that we can get this moving forward. No further discussion. All members voted in favor of the motion.

Convention & Visitors Bureau (CVB) Presentation of February & March 2020 Financials: Presentation of financials to the Court for information only.

EMS:
Presentation of Stryker Pro Care Contract: This is a recurring contract which must be signed by the Court, as such need approval by the Court. Motion to approve the ProCare Contract made by Magistrate Caywood, seconded by Magistrate Sammons. No discussion. Motion carries.
Consider full time hire Chris Sowder: EMT, effective today, May 12, 2020 @$9.50/ hour.
Motion by Magistrate Caywood to hire Chris Sowder, seconded by Magistrate Sammons. No discussion. Motion carries. Magistrate Caywood stated that EMS Committee met the two part time hires this morning and we recommend these hirings.

Consider part time hire Billy Cannon: EMT, effective today May 12, 2020 @ $12.00/hour
Consider Part Time Hire Hannah Spanyer: Paramedic, effective today May 12, 2020 @ $15.00/hour

Motion by Magistrate Cullen to approve both part time hires, seconded by Magistrate Caywood, no discussion. Motion carries. Magistrate Caywood asked Director Rogers to expound on the impact of our hourly rates. EMS Director Rogers acknowledged that the increased hourly rates for part time hires has improved Boyle County’s ability to attract talent. Magistrate Cullen asked the Court and EMS to acknowledge the Danville-Boyle County is a great community to live in and money isn’t the only reason someone would choose to work for our EMS.

Solid Waste, Angie Muncy:
Presentation of 2019 Solid Waste Annual Report: Ms. Muncy asked in the Court had any questions for her related to the 2019 Solid Waste Annual Report. There were no questions. Motion by Magistrate Caywood to approve the Report, seconded by Magistrate Ellis. No discussion. Motion carries.
Request Approval for Forklift Rotator: SW Coordinator Muncy invited everyone to visit and see the paper grinder. The ground paper is so heavy that we need a rotator for our forklift to move the paper into the baler. It is too heavy to manually transfer the paper. This is a rebuild rotator which saves approximately $3,000. This model fits the old fork lift and will be interchangeable with a new fork lift (we have requested in the budget). Budget consideration will be under new equipment in lieu of the paper cutter as a recycling item. The paper cutter was budgeted at $14,000 and we do not intend to make that purchase. Ms. Muncy has requested the paper cutter is now included in the grant application. Motion made by Magistrate Caywood to approve purchase rotator, seconded by Magistrate Sammons. Magistrate Ellis asked there was a warranty on this refurbished piece of equipment. He requests we get warranty in writing. Ms. Muncy agreed. Motion passes unanimously. This paper grinder is mobile and the community will have an opportunity to utilize the shredder.
Consider Approval of Lamar Billboard Contract: This was November-December out of Litter Abatement money. This is the only contract I am keeping. I do not intend to renew the Cinema contract. Motion to approve the billboard contract for this fiscal year made by Magistrate Gay and seconded by Magistrate Short. No additional discussion. Motion carries.
Presentation of Ground Water Protection Plan for Convenience Centers: All of these are the same except for the location. These are based on the Convenience Centers. By next meeting, we hope to have Storm Water Protection Plan for each Convenience Center. Magistrate Ellis asked about the Ground Water Protection Plan being developed by the Fiscal Court. Language provided by the State of Kentucky ground water template. Staff implements, Court develops. Motion to approve the Ground Water Protection Plans by Magistrate Sammons, seconded by Magistrate Caywood. No further discussion. Motion carries.
Solid Waste Budget Workshop: Page ten of full budget per Treasurer Conley opens with 5215 sequence number. Solid Waste Department has a few revenue line items. Mostly liens on property for noncompliance with ordinances. Otherwise, no other revenue. Grants are the only other line items that are revenue. Treasurer Conley detailed the past five years of expenses. Property taxes support the Solid Waste and Recycling. Magistrate Cullen asked about $800,000 on Convenience Centers in the County and if we are dipping into Reserves for the Convenience Centers. Treasurer Conley stated the budget is still fluid. Magistrate Ellis described Solid Waste as a health issue in Kentucky and we have a large number of elderly people who utilize these Convenience Centers. Discussion continued related to the cost, the service and/or consolidation of such services/locations as well as number of users. Magistrate Sammons complimented SW Coordinator Muncy for the efficiency and smooth running of our Convenience Centers. Discussion continued related to Litter Abatement, we pick up litter three times per year. Ms. Muncy receives approximately $30,000 for litter abatement. She will give the City of Danville their portion of the abatement funds. The City of Danville will be responsible for their own Litter Abatement program. This reduces the current proposed budget line item of $14,000 by $7,250. The Solid Waste contract with M&M/Republic Services $34,133/month line 866. The Treasurer further detailed line items in the Solid Waste budget. Motion by Magistrate Gay to reduce the Revenue and Expense Litter Abatement line items by $7,000.00, seconded by Magistrate Ellis. No further discussion. Motion carries.
Recycling Budget Workshop: Treasurer Conley reduced recycling revenue due to City of Danville no longer funding recycling. Ms. Muncy will dedicate her time more towards the County as the City is no longer funding her or her department. Magistrate Sammons supported Ms. Muncy focusing her attentions with the County as opposed to the City as they are not funding recycling. Magistrate Gay suggested we remember all City residents are County residents. Ms. Muncy agreed and wants to help but taxes alone do not fund these programs specifically and we are not able to carry this responsibility without funding. Treasurer Conley described the City and County, each, receive Litter Abatement funds and the City decided to consolidate with the County. Now the City is withdrawing from this cooperative. Treasurer Conley returned to detailing revenue and expense line items. Recycling is not a lucrative for revenue but it is the responsible action to take. Detail continued. Treasurer Conley and Ms. Muncy discussed chipping services, hoping to have this completed before the end of this fiscal year; and the need for a trailer to store paper. If paper gets wet, it is not usable. Report concluded.

Public Works, Duane Campbell:
Consider Approval of Amended County Road Aid Agreement: An amended agreement prepared is $618,797.62 which is a reduction of approximately $87,000. Magistrate Gay made motion to accept the amended County Road Agreement and Resolution, seconded by Magistrate Cullen. Judge Hunt mentioned that this cut is State-wide because of the reduction in gas tax receipts during the COVID19 Pandemic. All counties are being impacted not just Boyle County. No further discussion. Motion passed unanimously.
Request Approval to Advertise for 20/21 Salt Bids: Duane Campbell described 2020-2021 KACo Salt Reverse Bid set for June 10-11-12. Motion to advertise for salt bid made by Magistrate Sammons, seconded by Magistrate Ellis. This year there is no guarantee in the contract, just buy as needed. Motion carries.
Public Works Budget Workshop: Treasurer Conley advised a set of notes were circulated along with the budget. Beginning with Revenue, Ms. Conley detailed line items. Need to change two 20/21 proposed budget lines. Increase surplus $100,000 and Transfers-in decrease $100,000. Motion by Magistrate Gay to make these adjustments, seconded by Magistrate Caywood. No discussion. Motion carries. Treasurer Conley now addressed the Expenses via line item detail. Public Works had a position open and the candidate declined the employment offer. This position is still open and in the budget. Mr. Campbell stated he does not intend to fill this position. Treasurer Conley asked if the Court wished to reduce the budget or leave as is. Magistrate Gay made motion to remove position from the budget. Seconded by Magistrate Caywood. Mr. Campbell requested that this position be suspended for this year only and reconsidered next year. Magistrates agreed. Motion passed unanimously. Treasurer Conley resumed line item detail. Magistrate Sammons made motion to accept the Public Works budget, seconded by Magistrate Ellis. No additional discussion. Motion carries.

Treasurer’s Report March Month End Financials: Treasurer Conley advised the Court she will prepare the Third Quarter Report tomorrow. Ms. Conley compared Occupational License Fee Revenue this year, currently, we collected $1,969,927 to-date, since January 1, 2020. Overall, since July 1 we collected $4,150,776.. We’ve increased Occupational License tax collection but since January we’ve only collected $55,400. Net Profits to-date collected $384,770; compared to last year’s amount $652,500. It’s difficult to plan with this information because of delayed filing deadlines, tax increase will not be reflected until later in the year. Ms. Conley shared detailed comparisons of last year to this. Magistrate Cullen shared his experience in business, this is new ground for all of us. Very difficult to make projections. Magistrate Caywood shared that his business slowed as soon as the topic of a virus came up, prior the Executive Orders to stay at home. Discussion continued related to centralized decisions impact on smaller communities and their businesses. Judge Hunt acknowledged receipt of March month end financials.

NEW BUSINESS

Treasurer Conley: I have received Panasonic Grant for tough books and other equipment that could enhance our services. The filing deadline is May 29th. It is 100% Grant. Allow our departments to move forward with any grant application arising from this information. Motion to approve by Magistrate Gay, seconded by Magistrate Cullen. No discussion. Motion carries.

Magistrate Gay: Reminder to respond to the 2020 Census and encourage friends and neighbors. As of last night, the Boyle County self-response rate, Washington and Marion Counties response rate is 68%, we are in third place. Magistrate Cullen’s district response is 70% and my district is in the 50’s.

Magistrate Short: No new business.

Magistrate Cullen: Danville has made it known that they will not be opening the pool this year, due to extensive repairs. Our inter-local agreement would provide us to pay less due to this. With our budget, we should be able to adjust this amount. Also, what is the status of the Buster Pike railroad bridge? Duane Campbell we will be asking the District 7 office to seek repair of the Buster Pike Bridge. Want to thank our County citizens who have shopped local and you are really appreciated.

Magistrate Caywood: I’d also like to thank the local consumers and we appreciate you. Sheriff Committee meeting needs to be moved to May 21 and advise media of the change of date from May 26. Budget Workshop is Tuesday May 19 and Regular Court Meeting Thursday May 21, each beginning 9:00am. Appropriation Requests have been reviewed, suggest everyone review these requests. Magistrate Caywood requested that the Appropriations discussion be held “in person” providing for social distancing. The Judge offered to seek a room for this Appropriations meeting. Treasurer Conley mentioned that IT Director Bill Nichols is aware of equipment that would allow for meeting together, without feedback, it may fall under COVID-19 expenditure. Streaming Equipment quote $7,000 to $9,000. Mr. Nichols indicated the current issue is availability. Magistrate Ellis made motion to collect proposals, based upon the best proposal, move forward, seconded by Magistrate Gay. Magistrate Caywood asked if we will be using this equipment in the long term or only during COVID-19? Judge Hunt explained this is a long term use of optimum equipment to allow streaming services for the public. No further discussion. Motion carried unanimously.

Magistrate Ellis: Packing houses in the Mid-West are making significant profits but the cattle farmer is not receiving fair pricing for cattle. Kentucky is 8th in the Nation in cattle production and 1st of all States East of the Mississippi. I would like a resolution, the next time we meet supporting our farmers. Secondly, do we know if the City will be holding the fireworks show, a vendor has contacted me. The City normally takes care of this, we participate, and we pay ½ up to $5,000. Lastly, please tune in Thursday evening. Perryville will be holding a meeting related to Dead Animal Removal.

Magistrate Sammons: No new business.

Judge Hunt: The Governor has amended his reopening statements for government offices to the 18th of May. In consultation with the Circuit Court Clerk and County Clerk. These areas have the largest interaction with the public. Those functional areas are not opening until June 1. The County Clerk is making adjustments in her office but will not be ready until June 1st. If it is agreeable to the Court, we would like to wait and open the entire Courthouse at once rather than individual offices. The public would be better served by all offices being open. County employees will be “masked” when they are in contact with visitors or employees. Visitors have the option to wear or not wear a mask. We, as County employees, will be masked. No employee of the Courthouse will have provided the opportunity for exposure to anyone.

I have heard the public outcry from the people of Alum Springs and Perryville. I am in the process of preparing a public statement to address the concern of the citizens of the County and the Conservation District. I don’t like to put this in the context that only the Conservation District is impacted by this. This is a county-wide issue and concern. I will make a statement. In a vote by the Court, you will remember, you put it in my hands to make the judgment that would be best for the County and the Court address the issue with expediency. That is what I will do this this week on the radio and newspaper. I have heard, loud and clear the comments of the constituents of Boyle County.

Magistrate Cullen: Thank Treasurer Conley for going above and beyond especially your professionalism and we are aware of the loss of your father and your continued work ethic. Magistrate Caywood and Magistrate Sammons reiterated the comments of Magistrate Cullen. Judge Hunt expressed appreciation for Treasurer Conley’s dedication.

Judge Hunt: Motion to adjourn made by Magistrate Sammons, seconded by Magistrate Caywood . Motion carries.

Respectfully submitted,

Howard P. Hunt III
Boyle County Judge Executive