Fiscal Court Approved Minutes – May 5, 2020

The Special Called Meeting of the Boyle County Fiscal Court was held on the 5th day of May, 2020 at 9:00 a.m. Meeting held electronically via “Go-to-Meeting” and livestreamed on You Tube. Members present at the meeting were:

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

Others present at the meeting were, Fiscal Court Clerk Anne Nagy, County Treasurer Mary Conley, Sheriff Derek Robbins, Chris Stratton, Jailer Brian Wofford, Major Wesley, EMA Director Mike Wilder, EMS Director Mike Rogers.

Judge Hunt called the Special Called Meeting of the Fiscal Court to order. We have budget workshops for our Sheriff, EMS and EMA on our Consent Calendar today. First is the Sheriff Department Budget Workshop. Everyone should have a two page report, prepared by County Treasurer Mary Conley. We also have our budget sheets.

Treasurer Conley: Please refer to page four of big budget worksheet. Half way down begins with tax collection and bookkeeping salaries. That is primarily the budget to look at what the 2020 budget was and the proposed 2021 budget as well as historical numbers from 2016-17-18-19. There is not a lot of revenue in our budget from the Sheriff. He has tax collection and fee budget which he has presented to you before January 15 of every calendar year, which was done. Now any additional expenses flow over to the Court’s budget. Treasurer Conley continued providing a detailed line item explanations. Each Magistrate was provided a Sheriff Department 20/21 Budget Preparation Notes, Prepared 5/2/20 which is the document Treasurer Conley referenced for Revenue and Expenses. Magistrate Caywood asked why the AOC does not pay the court security bailiffs ($9.00/hour). The Sheriffs have lobbied for additional funds to pay the court security but no increase has been approved. Treasurer Conley advised that the Administrative Office of the Courts has reduced our rent this year so very unlikely they would consider any additional expenditures for bailiffs. Our bailiffs are all part-time employees. Sheriff Robbins shared concern that bailiffs will be required in the hallways due to overwhelming number of people in the Courthouse for hearings. Treasurer Conley detailed Expenses. She mentioned that she and the Sheriff had discussed the salary of his bookkeeper. Hopefully the Sheriff’s office will assume responsibility for this salary as the position is needed specifically for the Sheriff. As an elected official, he controls salaries, Fiscal Court approval is not required but pays the salary. A 3% increase is included for 20/21 with no other scheduled increases. Benefits on employees are listed, there were no questions from the Court. The Sheriff has consumed a lot of expenditures that the Fiscal Court has assumed when he first took office. One of the few items remaining in our budget is the fee office audit. The Sheriff has done very well in integrating these expenses into his budget. Moving on to Dispatch agreement was to hold monthly meetings, Sheriff indicated no meetings were being held or requested by the City of Danville. Continued detail by Treasurer. Related to fuel, transports have increased dramatically. Surrounding counties bring their inmates to Ephraim McDowell. We are responsible for any referrals to specialists, generally to Lexington. This is around 70 miles round trip and approximately 3 hours by the time we wait for inmate to be admitted into the facility. The Sheriff indicated COVID19 initially lowered call volume but as cabin fever set in, calls have increased. Magistrate Cullen expressed appreciation for the effort to lower fuel costs but understands calls must be responded to. Motion to keep fuel budget at $50,000 made by Magistrate Gay, seconded by Magistrate Cullen. Motion carries. Ms. Conley continued sharing budget details with the Court. Sheriff Robbins asked permission to get bids on cruisers which was before we lost use of a few of our vehicles. State contracted Dodge dealership sent bids on their four door pickup trucks ($30,000) which are less expensive than the Ford Explorer ($35,000). We usually have two vehicles in each budget cycle. Magistrate Gay asked we consider increasing maintenance and repair rather than new purchase. Magistrate Ellis suggested vehicle demand will increase along with cost perhaps we should consider at least one purchase. Judge Hunt indicated that all departments have needs but we must remember where we are in this uncertain financial situation due to COVID19 ramifications. Magistrate Cullen asked if any County departments had cut staff, hours or made any cuts relative to the virus economic slowdown. Department heads have been notified to limit expenditures. Magistrate Caywood asked the Sheriff if he would accept one new vehicle in the budget. We can reevaluate in six months. Magistrate Sammons made motion to purchase one vehicle ($40,000) in this fiscal year 2020 and one vehicle ($45,000) in 2021, seconded by Magistrate Ellis. No further discussion. Magistrate Gay voted no. Motion carries.

EMS Director Rogers and Major Wesley: Treasurer Conley began by referencing the Budget and the 2019/20 Budget Preparation Notes from 4/26/20. We are applying for a Firefighters Assistance Grant for five Power load Systems. Match from the County required. Ms. Conley detailed Revenue and Expenses by line item. Four heart monitors must be replaced due to Federal guidelines. Director Rogers will seek proposals for purchase of the monitors which will be replaced. Director Rogers was commended for the increased A/R collections. Motion by Magistrate Gay to add $300,000 to carryover, seconded by Magistrate Caywood. Discussion of Medicare/Medicaid and commercial insurance contractual adjustments. Motion carries. No further discussion of revenue. Moving on to Expenses. 3% budgeted for salary increase effective January 1, 2021. Medical Director’s liability insurance premium increased dramatically this year due to changing companies. Previous carrier no longer offered coverage. A compliance contract was added this year. Director Rogers and the Treasurer agreed that $14,000 is ample to cover preventive maintenance and shipping needs. Treasurer Conley detailed repair and maintenance vehicles and equipment. Also, added “ready for work physical” which must be passed following a job offer. Medical supply budget and medical drug supply items are being broken out. We had an employee obtain Paramedic certification. In return for 24 month employment obligation we reimburse the $7,500 certification fee. Continued line item review. There is a question if COVID19 expenditures will be handled in the same fashion as FEMA Emergency Declarations. This may be added to our budget but we can review within the next few months as more is formalized. PPE and cleaning supplies should be included in Special Operations line item.

Judge Hunt suggested we begin planning for reopening with temperature scanning equipment, making people wear masks. Director Rogers will obtain price quotes. This would be in the General Fund rather than EMS but we do need to be preparing for the next 6-12 months.

Returning to EMS Budget: Treasurer Conley reviewed new equipment line items from this year and projected for next year. Magistrate Gay advised a new EMS unit was requested but we are hoping maintenance of the existing ambulance units would allow new purchase could be delayed. Major Wesley brought the Court up-to-date on the current status of our ambulances. Currently we have six ambulances. Three gas trucks are front line, the other ambulances have over 130,000 miles. Can we make a 130,000 vehicle last longer than 130,000? Major Wesley does not recommend going another year without adding a new ambulance. We have four diesel and two gas vehicles. The newest are gas and also the least maintenance but they are also the newest (2017 & 2018) vehicles, it is difficult to compare. Danville Fleet suggested look at engine hours rather than odometer miles. Estimated cost of a new unit fully equipped is $175,000. Director Rogers asked if we could leave this in the budget with the understanding that being in the budget does not mean funds will be available. Magistrate Gay asked that the recommendations of the Finance Committee be considered and postpone this purchase. Judge Hunt requested increasing the maintenance/repair line item and postpone new purchase one year. The FDA mandate heart monitors is forcing us to spend $140,000 which unfortunately hits at the same time a request for a new buggy. The units are basically mobile emergency rooms with medications that must be kept at specific temperatures, equipment that must remain charged and electronics that should remain running. We will continue to review the financial conditions as they unfold. Motion by Magistrate Caywood to increase maintenance line item from $35,000 to $40,000, seconded by Magistrate Gay. No discussion. Motion carries.

EMA Director Mike Wilder: Treasurer Conley referenced the full budget and the Emergency Management Agency 2020/21 Budget Preparation Notes Prepared 5/2/20. Beginning on page nine. Revenue and expenses reviewed by line item. Code Red contract at $12,000 every other year fee. There was a Pipeline incident and $6,875 effective July 2020 and July 2021. Ms. Conley advised that Mike Wilder has dealt with one emergency after another and he has been substantially underpaid and producing a substantial amount of work over and above. This Pipeline reimbursement is being directed to Director Wilder. Judge Hunt stated that Mike Wilder is one of the finest, most dedicated county employees. Director Wilder thanked the Court. He appreciates this consideration and the action of the Court. Treasurer Conley returned to the line item details. Sirens in our County which we are responsible for all of them activated. This is the first time in about one and half years that all have been functioning. This time of year it is especially important that these sirens function.

Motion by Judge Hunt to adjourn, seconded by Magistrate Gay adjourn. Magistrates all voted in favor. Magistrate Gay reminded everyone that two budget workshops are part of next week’s regular fiscal court meeting, EMS meeting at 8:00am, LGEA meeting at 8:30, Fiscal Court beginning at 9:00am May 12th.

Meeting adjourned.

Respectfully submitted,

Howard P. Hunt III
Boyle County Judge Executive