MINUTES OF THE CRISP COUNTY BOARD OF COMMISSIONERS
CALLED MEETING HELD ON MAY 27, 2010
Chairman Authur James Nance called the meeting to order with Commissioners Brad Faircloth, William Culpepper, and Wallace Mathis in attendance. Others present were County Administrator Lester E. Crapse, Jr., County Attorney Rick Lawson, Finance Director Sherrie Leverett, and Secretary Linda Finch. Commissioner Culpepper gave the invocation, and Chairman Nance welcomed all in attendance.
REVOCATION HEARING - OCCUPATATION TAX & REGULATORY FEE CERTIFICATE, BEER LICENSE & WINE LICENSE
Administrator Crapse reported that in March of this year, there was a letter sent from the Finance Department to Shoreline Development. LLC, Ironwood Pub & Grill, and Ironwood Golf Club advising them that the Occupation Tax & Regulatory Fee Certificate, Beer and Wine License were not transferable, and that they should make application under the proper name. On April 15th, there was another letter sent advising that the Licenses had expired in March and that the Beer and Wine Licenses would not be valid. Then on April 28th, there was a letter sent to Shoreline Development, doing business as Ironwood Golf Club, and a second letter to Shoreline Development doing business as Ironwood Pub & Grill indicating that the county had received the application for the Occupation Tax Certificate and advising that in accordance with the Ordinances, the license requires that all delinquent taxes must be paid, and the records indicate that there were some outstanding balances on taxes. We then asked them to get with the Tax Commissioner before May 7th and get this taken care of and to notify us so that we could consider the certificate. He advised that this has been a long drawn out exchange on this particular item, and the documentation that we received shows that Shoreline Development transferred property located at 381 Lakeshore Way to Lake Blackshear Development Corporation, a Delaware Corporation with a Canadian business address, on 12/29/09. That meant that the first of January Shoreline Development was no longer the owner. Lake Blackshear Development Corporation has never submitted an application for a business license, occupation tax regulatory fee certificate, or beer or wine license. The 2009 taxes on this property were paid, and Lake Blackshear Development Corporation has operated under Shoreline Development's License since that time. Lake Blackshear Development Corporation should have applied in their own name at the time of the sale, as licenses are non-transferable. Also, the application requires that the owners and/or officers in the corporation be identified, and the county feels like that since there is a Canadian owner this business must be registered with the State of Georgia as a foreign corporation. He stated that it looks like Lake Blackshear Development Corporation does not owe any taxes under that name; some of the taxes were paid at the time of sale, but until recently those taxes were not paid on behalf of Shoreline Development. Shoreline Development owed a total of $9,630.70 to Crisp County for 2009 Ad Valorum taxes. The basic premise here is none of the license applications show what we think is the legal owner, are not sure that the corporation has been listed as a foreign corporation, and are not sure of the owners, as basically all they have to go by is the correspondence coming from the corporation and on the license application being Rann Folsom. He advised that every one in the corporation, either being stockholder, partner, officer, or owner, has to have their personal taxes paid as well as their corporate taxes in order to make a valid license. That is the contention of the county and also there were some corporate taxes paid this morning for Shoreline Development but to his knowledge the personal taxes have not been paid. Since the personal taxes have not been paid, the corporation is not eligible for a business license or a beer and wine license under our current Ordinances. What we need to try to determine, as part of this hearing is to find out just exactly who fits into this, and if Mr. Folsom is not involved in this, then all these letters and applications are incorrect. He advised that Mr. Folsom was unable to be here this morning, but Sherrie Rinker is here on his behalf, and if the Board will allow her, not as an official member of the corporation to speak, that will shed some light on this issue. Mrs. Rinker advised that going back to December 29, 2009, that was the first part of a closing for the purpose of the golf course; the second portion will not be complete until on or before June 30, 2010, so that is why Shoreline Development is still in the drivers seat at this time. Attorney Lawson asked if the second part was financing, and she replied yes. He asked what was the relationship of Shoreline Development to that property right now, and she advised that she feels that she is talking confidential information. Mr. Lawson stated that the public records show that a deed has transferred the property, and Mrs. Rinker advised that Shoreline Development is a member of the new corporation and a shareholder until June 30th. Mr. Lawson asked how they were operating that business, and she advised that it has continued as it had been. Mr. Crapse asked if Mr. Folsom is an owner, and Mrs. Rinker advised that yes he was and he is the one that paid those taxes. Mr. Lawson asked if there was a landlord/tenet relationship between the owner and Shoreline Development, and she advised not that she knew of. Mr. Crapse advised that if that is the case, it all fly's out the window on July 1st, and they will have to pay all this money over again, as it is not transferable. Mrs. Rinker stated that she understood. Mr. Crapse advised that if it is operating like it always has, that means that Mr. Folsom is still in charge. Mrs. Leverett advised that the beer, wine, and business licenses have all been paid, but the business license has not been issued because of the delinquent taxes, and without the business license, the beer & wine licenses are invalid. Mrs. Rinker advised that the registration of the Lake Blackshear Development Corporation with the Secretary of State is in process. The Administrator stated that under the circumstances, his recommendation would be that if all the taxes are not paid within ten days, that all the licenses be revoked, and if necessary, the doors be chain locked by the Sheriff, as there can't be a double standard for all the people that comply with the County's Ordinances and pay their taxes to get their business licenses. Mr. Lawson advised that for the time being Shoreline Development's representation is that they are operating the business, even though they are not the owner of record of the property, whatever relationship that is; Commissioners are licensing the operator, not necessarily the owner, and go forward on that basis. He stated that there is no requirement to allow ten days before revocation, but that is reasonable to make payment of all taxes as determined by the Tax Commissioner. That would be any properties that were transferred any time in 2009 from Robert Massey to Shoreline Development as well as the properties owned by Shoreline Development currently in their name and also personal taxes as a member of the LLC as well. Chairman Nance advised that he thinks ten days is a reasonable period to get it all straighten out. Administrator Crapse stated that the idea is that we want to provide every opportunity to get this made right, because we are dealing with people's livelihood or business ventures. Mrs. Rinker asked, with Mr. Chandler being out of the country right now and he is in the process of having the Delaware Corporation registered, if they could have until June 15th to get the taxes paid. Administrator Crapse advised that in the absence of full disclosure because of confidentiality, we don't have anything to go on but what we know and what you just told us; this is the Board's decision; he just made a recommendation. Motion was made by Mr. Culpepper to follow the recommendation of the Administrator and stay within the ten day deadline of paying all taxes transferred in 2009 as well as properties owned by Shoreline Development and all personal taxes of the LLC principals, seconded by Mr. Faircloth with Mr. Mathis absent, motion carried unanimously.
APPROVE EMS FEE INCREASES
Administrator Crapse reported we currently started out about $1,700,000 with more expenditures than revenues in our budget for FY-2011. One of the major things we did to overcome the shortfall was to commit $1 million out of our fund balance from previous years; that brought it down to approximately $700,000. In our first work session on May 18th we got it down to about $65,000 shortfall; we had another work session on May 20th, and the shortfall went up to $76,000. He then advised that they do have individuals here to discuss some of their budget issues with Commissioners today. The first one is David Edwards. Mr. Edwards reported that they do recommend a fee increase in their services as some of the fees they have not changed in several years. Basically to collect what they can get from their payer sources such as insurance, Medicare, and Medicaid, you have to charge enough to get what is out there, and it is time to recommend that we adjust these fees to do that. He is asking for approval to change these fees effective July 1, 2010. Administrator Crapse advised that the fees are in line with what the insurers pay, and if we don't approve the fees, we will be passing up an opportunity to collect dollars that are there; his recommendation is for the Board to approve these fees. Motion was made by Mr. Faircloth to approve the fee increase for EMS effective July 1, 2010, seconded by Mr. Culpepper, motion carried unanimously.
DISCUSS PROBATE COURT BUDGET
Belinda Griffin, Judge of Probate Court, reported that she brought figures from her office for cases handled, monies collected and turned over to Commissioners in the last ten years, and she has tried to keep her operating expenses the same as in year's past. Administrator Crapse stated that when they were going over the budget, he advised the Board that he had a request from her for an additional employee, but he thought they had come to a resolution to that by trying to get her some part-time help now. Mrs. Griffin advised that she still needs a full-time person. What they are trying to do with the three-month temporary person is to try to get them to a point where they can get off putting everything into two computer systems, since they have been doing for some time now. Their caseload has gone up every year except one in the last ten years, and if they continue on as with the number of cases they have had filed so far this year, they will be up again. The temporary employee is just putting in the tickets for them, which is freeing her employees up to get their other work done. She advised that they had this discussion several years ago, but she had absolutely no place to put one then, and she had been in hopes that now that they have room they could get someone. If we were possible to continue a person maybe 30 hours a week at a fairly minimum salary would help, but she understands the position the Commissioners are in. Administrator Crapse reported that he did remember those conversations in 2007 when things were good and realities of today are a lot different. He advised that we will have this part-time person three months after July 1st, and once they don't have to do their work load twice, that should free up a lot of time. He doesn't know that the Board should commit to another person right now, let's see how it works out with the temporary person, and if it remains an issue, then the Board can address that as a contingency item. If we put it in as an expense, we will have to find revenue to balance it, and if the digest numbers come in more than expected, we can look at it at that time. Mr. Faircloth stated that she is asking us if she can hire somebody, but we hired someone in the Recreation Department that he didn't know about it; why are we involved in this? Administrator Crapse advised that we didn't hire anyone new at the Recreation Department, but to replace somebody; we still have a vacant spot there that we haven't hired. The difference is with Constitutional Officers, neither he nor the Board has anything to do with their personnel; the Board's responsibility is to support the Constitutional Officers with the funding they need to adequately run their offices. This particular item is not a personnel issue as this is a dollar issue. Mrs. Griffin advised that she is not looking a gift horse in the mouth and they are trying to make use as they can of the temporary help, but it doesn't erase the fact that they have needed another person for years. Mrs. Leverett advised that they have the temporary person in the budget for now and three months into the new fiscal year. Mrs. Griffin advised that she has always tired to work with the Board, and she appreciates the job that they do. Chairman Nance advised that they will continue to do what they can regarding this issue but this is the second time in a row we have borrowed from reserves to balance the budget.
DISCUSS 2012 SPLOST FUNDS
Administrator Crapse reported that in regards to the 2012 SPLOST requests, we did get the City of Cordele's request for $6,055,000. He eliminated the sewer improvements on page one because they have water & sewer improvements again on the second page in paragraph #4; if you combine their sanitary sewer and wastewater treatment facility, their water and sewer improvements, and water meters, that adds us to over $4 million in basically water and sewer work, which is more than the city got for the whole SPLOST last time, as it was $3,750,000 total. Mr. Crapse stated that he also reduced the Gum Creek to $600,000 and the road improvements to $600,000, basically for budget purposes; he eliminated the water meters to replace those that break of $100,000 because that is not a capital function. This basically reduced it by $2 million leaving a recommended amount of $4,055,000, which is $55,000 more than had been allocated originally. He also reduced the SPLOST reserves by $55,000, bringing the reserves down to $628,000, and that balanced the 2012 SPLOST budget at $25 million revenues and $25 million recommended expenditures. He advised that hopefully by the June meeting, they would have something for Commissioners to consider to start negotiating.
DISCUSS MIDDLE FLINT BEHAVIORAL BUDGET
Mrs. Sue Davis, accountant with the Middle Flint Behavioral Health Services, stated that on the information that the Board sent back to her, it stated that they were being cut an additional 25% but it doesn't come out to the total she received; Administrator Crapse advised that was 25% of the 2009 budget, last year it was cut 25%, and the two years combined is a 50% cut. She wanted to know how she could have some impact on that. Administrator Crapse advised that maybe she could answer some questions that he has. He advised that at the request of Kathy Gill, they had a meeting with regard to the Developmental Disabilities (DD) issues. Ms. Gill was unaware that there was any money coming in from the county. He told her that since they were occupying half that building, then they should be entitled to half the money the county sends; she indicated that that was not happening, but they were paying half the rent on the building. He mentioned to Mrs. Davis that at the end of 2009, they showed an unreserved fund balance of $1,630,084, and he was wondering with this amount of reserves why this request was so urgent as the county has taken $1 million dollars out of our reserves for the last two fiscal years in order to support our budget. Also, in his opinion, one of the most important programs that you had was developmental disabilities and you kicked them out. Mrs. Davis advised that they did not do away with the program because the services will be provided in the community; the state does not like facility-based services so much any more as they want them to be in the community closer to the consumer. Administrator Crapse asked how these services were being provided, like in a church, a private home or what, and Mrs. Davis advised that some of the services would be in a home but she would have to get a service provider to give them the service plan for those people for to what they would actually be doing. She advised that as far as the reserves go, they took significant cuts from the state in this year's budget. Mr. Crapse advised that the county is in the same physical shape as the state is, and it is irresponsible to spend money that you don't have, and that is where we are now. He advised that most of our citizens like the facility based service, and we are very disappointed that it got removed; we asked for some consideration on this, and we didn't get any. He has also recommended that whatever money comes to Middle Flint Behavioral Health, 50% of that to be designated to Developmental Disabilities. Mrs. Davis stated that they will do whatever the county directs with that, and in the past it was called Mental Health and that is why you didn't see any going to DD. The Administrator advised that we didn't realize it to be that way, we thought that was handled internally, and you all would divide that money among all the programs. Mrs. Davis stated that the monies support the entire agency, and whichever unit needs it gets it, and the DD did not need it as all the changes that have happening to the DD program that are mandated by the state, particularly those that are dealing with a waiver program, are what is driving this because the state has done a lot of things to the waiver program so that it is much more difficult to earn that money. She advised that they have vacant slots in the Grant and Aid program, our contract says that we have 26 facility based slots, but when they have lost someone, they are not allowing them to fill it so they are down to 17 filled slots, this is why they have lost significant funding in the DD program as well as some of the other programs. Mr. Crapse advised that when Congressman Sanford Bishop was here a few weeks ago, the DD was one of the top topics amongst the citizens at that meeting, and Congressman Bishop didn't think he could impact that very much because there's not that much federal dollars going into this program; Representative Buddy Hardin also talked to Dr. Updike and advised that he was not able to get any consideration at all on this matter. Most people do not think that the busing arrangement for the DD program was the proper arrangement and didn't think the people should have had to make a choice in this matter. Mrs. Davis stated that Dr. Updike came on board in September and he has quite a different background in knowledge based experiences than they have had before and there all all sorts of initiatives that he is developing that will improve the services that are available to your citizens; they are moving funds around so that they can provide better services. The other thing she pointed out was the programs that they do have in Crisp County has budgets are over $1 million, and so they are contributing to Crisp County in that way also. She also stated that she would like for the Commissioners not to raise their rent July 1st and let them maintain the same rent for another year as that would help them out a lot. Administrator Crapse advised that the rent is scheduled to go up to $3,161.67 on July 1st; they negotiated this last year down from $6.00 per square foot to $5.42 per foot for the fiscal year 2010. He thought they had come to an agreement that everybody had agreed on. He advised Commissioners that again that rent is figured into the budget, so if you change it that is more money we have to get from somewhere else. He advised that rent from the other agencies went up July 1, 2009 but we waived their increase for a year and waived part of it for second year. Mrs. Davis advised that they are not a state agency; they are a contracted service with all the state requirements, and thanked Commissioners for their time and appreciate the job the Commissioners do.
DISCUSS MAGISTRATE COURT BUDGET
Steve Ingram, Magistrate Judge, reported that, as they all know, his predecessor was real conservative with the taxpayers' money, and they have been operating on a pretty tight budget. He wants to make them aware of a couple of things relating mostly to Judge Sims. One thing has to do with the amount of personal mileage that she puts on her car in a year for county business. Also, the state sets a minimum salary for himself and Judge Sims, and last year when the county employees got a raise, he nor Judge Sims got a raise because the state did not award a cost of living raise. The state minimum salary considering Judge Sims years of experience is $56,908.89, she has been with the county 27 years and in her 22nd year as a Magistrate. He did put in 5% raise request in his budget. He advised that back to the mileage, Judge Sims goes daily to the LEC, and it is an eight-mile trip; this is where he has the biggest problem. He did put in this request last year, and it was denied. He had asked Judge Pfeiffer about this, and he told him the county has a policy where the county does not pay mileage to employees who use their cars inside the county. What has happened since then is we are furnishing people who are using a lot of miles a county car. He advised that for the convenience of the county, they go down to the LEC to conduct first appearance hearings, as everybody has to have a first appearance hearing within 48 hours of their arrest. He knows that Judge Sims makes at least 200 round trips a year from the courthouse, and he has a real problem of not paying the mileage. He thinks this needs to be corrected at some point, and he knows there is never a good time to ask for an increase in the budget. Mr. Ingram stated that the county has four choices; 1) pay her mileage; 2) furnish her a county vehicle; 3) have the Sheriff's Department transport all prisoners to the courthouse for their first appearance hearing; or 4) to do nothing. He thinks this is unfair as Judge Sims as she is putting somewhere between 1600 and 2000 miles on her car that is not being reimbursed. He said that there are a few things that got cut out of their budget that he is not going to complain about, but he will make all aware that there is nothing in his budget for appointed counsel. They no longer have a contract with the Public Defender's Office, so far he has not had to appoint an attorney and hopefully he will not have to appoint an attorney but not having anything budgeted he just wanted them to know that he has to comply with the law. If he has to appoint an attorney, they will turn in a bill. He advised that he is not pushing that, but wants to make them aware that there is nothing in the budget for this. Mr. Ingram advised that he thinks the $1,000 he had put in the budget for the mileage is a fair request. He also advised that he qualified based on an hourly rate, and Commissioners were kind enough to give him the same hourly rate that Mr. Pfeiffer was receiving, which that budget was based on 1200 hours a year. Last year he billed the county for 937 hours, and this year it will probably be under 900 hours; he is talking $9,000-$10,000 off of what he had thought he was going to be making in this job. He does think his cases will be going up this year as the Superior Court filing fees are going up, but this is not great news for the Commissioners as you get more money out of the filing fees filed in Superior Court than in the Magistrate Court. He thanked them for their time and any consideration they could give him on these matters.
DISCUSS HEALTH DEPARTMENT BUDGET
Lori Hobbs, Director of County Nursing at the Health Department, passed out a summary of the services that they provided for clients in Crisp County for FY-2010. They are here today on behalf of the Health Department and the citizens of the county; they are concerned about the proposed budget allotment for FY-2011. They are facing having to downsize their staff by at least one clerk and possibly two nurses because 83-84% of their budget from the county is salary. This will affect the number of clients that they will be able to serve and reduce the amount of services they can provide, as the Health Department is a vital part of this community as we are a rural community with a significant poverty level. The reason this is important to them is that they operate on a sliding scale fee for clients based on their income; the less their clients make the less they have to pay for the services they receive, which means that approximately 75-80% of the clients they serve pay nothing for the services they receive. They do collect some revenue but it is not enough to sustain a full operation of the health department and in order for them to continue effectively and provide health care services for the population that they serve, they are asking that the Board consider restoring their budget allotment to at least the amount given in FY-2010, which was $132,300. She advised that they are facing additional cuts from their Grant and Aid Fund as well. They are currently facing not being able to provide adequate vision screening to children entering the school system here because their vision screen is an older model and the replacement parts needed to fix it are no longer available. With their current budget, they will not be able to purchase a new one. She went over some of the services available at the health department, and advised that they would like for Commissioners to consider them asking for an increase in their budget as they are a vital part of the community. Mrs. Hobbs stated that last year they requested around $180,000 and received $132,000, so that was a large cut last year, and they will not be able to make payroll with the budget that is proposed right now. Administrator Crapse stated that he is not as familiar with the health department as he is some of the organizations but it has always been his impression that all your employees are state employees and therefore any cuts in our dollars should not effect employees but other things. Eileen Albritton, District Nursing and Clinical Director, advised that the total budget for the health department is around $800,000 and the amount of Grant and Aid that the counties will be getting from the state this fiscal year will only be $275,000, so the amount that comes from the state does not pay all the salaries. She stated that the employees are actually county employees with state benefits. Administrator Crapse advised that the county doesn't set the staffing levels, and we don't write the checks. Angie Greer advised that she had been on the Board of Health for about 30 years; she is a nurse, and a very strong believer in health care. She has looked at the budget for our Health Department for the last two years and with this proposed cut, they will be cut about 50% in two years, and that is a lot to take. She thinks the health department is a kind of thing that if it is not there you will notice it, but if it is there you won't, as they deal with prevention. We are a poverty county, and they depend on the health department for services, and she appealed to Commissioners to prioritize health care. She saw worst things in Crisp County, especially in the Omar Heights area, than she saw when she was in Africa a few years ago; Crisp County needs the services of the health department and asked them not to cut it any more than what it was cut last year. They thanked Commissioners for any consideration.
DISCUSS FY-2011 BUDGET
Administrator Crapse advised that there are still many issues on the table regarding the budget. In their handout, there is a list of recommended fee increases for pipe installation and driveways. Basically it is a sliding scale based on the size pipe, a recommend 20% fee for the shipping & handling, a labor fee, and then the tax on the purchase. He thinks the pricing is pretty conservative, based on the fees in the other counties. He also gave them a copy of the recommended increases in recreation fees, water fees, and landfill fees. If the Board would like to consider these, he thinks it will help out. He and Sherrie have talked about the Business Licenses fee, and it doesn't bring in much money anyway, so they think we can leave that along but we could consider an increase in the beer and wine license fees for the first of next year or whenever they come due. The beer license is $400 a year and the wine license is $600 a year. Based on their discussion the other day, he wanted to point out the information that Mrs. Leverett got from the city. The top item is they have not submitted our E-911 proposal to the council as it has come back a second time with a full page of questions. They did program $12,000 for Agri-Industrial, they are contributing nothing to the fish fry or Keep Crisp Beautiful, they have programmed $12,000 for the IDC but there has been some discussions to decrease or eliminate that, they are doing no COLA, Christmas bonus' are in tack, have instituted a hiring freeze, did agree to support the Darton College request, and contributed zero to South Georgia Tech. He asked for any guidance from the Commissioners on how to approach the things they heard today; we have cut our contingency down to only $150,000 this fiscal year, you know that will not go very far, and you know things are going to come up. If we could keep from cutting other things at this point, he would as soon take it out of the contingency money or hopefully make it up in the digest because he thinks we can deal with that, but we have sliced people pretty drastically. He advised that most of them understood and did not want to address the Board and most of them were very cooperative. Mr. Faircloth asked if the numbers we are out now included the Darton College money that the Chamber asked for. Administrator Crapse advised no, but that was something that we could spit and take half out of this fiscal year's budget and the other half out of the upcoming fiscal year; he doesn't know if they are going to ask for that again next year. Mr. Faircloth stated that he thinks this should be a priority because if this is to help and sustain Darton College here, pushing forward to what we will look like down the road looking at the towns around here that have colleges. It definitely seems to be a benefit to the area if we can see past that right now and to what we could be. Mr. Crapse advised that he does make a very important point, but right now somebody on behalf of the community made this deal with Darton College that the community would do this. He has never seen any document that any of you guys or me committing to a $12 million 50,000 square foot building. The Board was asked to contribute $22,000 a year for three years to the college. The Board agreed and we did, then they asked for a fourth year and we did, an on the fifth year they said they could make it now, but they continue to program $26,000 worth of expenses with no viable source of income without coming to ask the city, county, power commission, and the IDA for that money. Mr. Faircloth advised that he didn't like people speaking and making deals that we are not a part of but the fact is we are here. Administrator Crapse advised that he doesn't know if the decision would be any different if we had been involved. Mr. Faircloth stated that he thinks it will probably be better money spent than the $12,000 for the IDC or at least take the $6,600 out of the IDC to pay for Darton College. Administrator Crapse advised that they need some guidance on these decisions, as all of these things are important to our community. Mr. Faircloth asked if we had hired somebody or not at the recreation department as when he read Mr. Crapse' report last month, he said there was still one position at the recreation department that was unfunded. Administrator Crapse advised that position was maintenance in the parks. Mr. Faircloth stated that he thought they were not going to fill Ruth's position since we had such declining numbers in recreation and we called off summer camp. Administrator Crapse advised that we made an offer on this position but because of pre-employment testing they couldn't be hired, so we went back and looked at the folks again and did make another offer to another lady to fill that position. He advised that it has always been his intent to fill that position because of the amount of money they handle and the stuff that goes on in that office that got us in real trouble before, as we don't have anybody down there that is capable of doing that job. To keep it from sliding back down the slippery slope, it was always his intention to fill that space; it was pretty much his intention to fill the park space, but it has been vacant and we are going into summer time where there is a lot more grass to cut, a lot more parks to be taken care of, but for budgetary reasons it wasn't considered a high priority, but dealing with people's money and the county's money is a high priority and that is why that position was filled first. Mr. Faircloth asked what have we been doing since Ruth has not been there; Administrator Crapse advised that we have been trying to get along like anything else until we get somebody on board, everybody down there is pitching in, Finance Department is helping them, and Sherrie is keeping a watchful eye over what is going on. Mr. Faircloth asked if there had been any problems during this time; Administrator Crapse stated that he was not aware of any new significant problems. Mrs. Leverett advised that there were a couple of things that people forgot to do, and we pick up the phone and call them and tell them and it gets done, but nothing for her to go to the Administrator about. Mr. Faircloth stated that it looks like it has been running without someone in the position, and Mrs. Leverett advised yes just as if she left the Finance Department, it would still run. Administrator Crapse stated that it is not running with the oversight and attention that we think it needs. That was a decision that was made based on the loose accounting of dollars when dollars started disappearing out the door, that we needed not an athletic person, secretary, or clerk to do that, we needed an officer manager person with those kind of skills, and it was made very clear that that individual would work for the recreation department but all of her accounting guidance, the way money was handled, and the way things were done in Finance would come from Sherrie as opposed to Brockey or anyone else at the rec department. The attention that we needed to get on all that money passing through and not saying "you can pay me next week" and was not able to do what was suppose to be done, it is as simple as that. They were making decisions that were outside of what they should have been doing and he has no doubt that it would slide right back into that. Mr. Faircloth asked if it had; the Administrator stated that it will or it would. Mrs. Leverett stated that there has been some procedural changes since the position was converted that were not in place and that has helped; things are not like they used to be but a lot of it is because we made the procedural changes that this position has helped us get into place and get going and get doing, plus it is being monitored closer. This was not an added position; we actually switched this position from an athletic position, as there is so much stuff that comes through the recreation department that they need an office manager. Mr. Faircloth asked if it is less than what it was; Mrs. Leverett advised yes it was because day camp has closed, but so far that is the only thing. Mr. Faircloth asked if the participation was down, and Mrs. Leverett stated that participation was down some but she thinks the participation in participant sports such as football, basketball, etc. has to do with we don't have any scholarship money anymore. Mr. Faircloth advised that regardless of whatever the reason is, whether it be the economy, etc. the numbers are down, so the workload is down and the amount of money is down coming in to rec department; it is hard for me to understand why that position has to be filled if it can continue on, and he doesn't know that it is going to get any better at the rec department. He doesn't see participation going back up. Administrator Crapse stated that he thinks it naturally will, and there is every reason to believe that it will go back up from an athletic perspective from the emphasis being put on at the schools and the health department and everything else to increase physical activity for kids. Mr. Faircloth stated the most of the people have said that since soccer went so well with the parents that they will start trying to do that with every sport, so he actually see the recreation department going down in the form of more parent run organizations. Administrator Crapse stated if they get a great benefactor but that they could never come up with the $800,000 plus to maintain those facilities, run those things organizationally and do the things that we do. The soccer thing went quite well after the growing pains got done, it saved us a considerable amount of money, and the rationale behind that whole idea was a sport that we were subsidizing for two seasons a year and every other sport only had one season. He stated that it did go well and people seemed to be pleased but he knows some of the principles involved in it, like Mike Fraser, is really happy that it is over for this year, because of the amount of effort it took and people didn't really realize what amount of effort goes into doing that sort of thing. He doesn't think it is prudent to get back into a mode of where we have to wonder every day whether the deposits being made, the collections being done, is the money leaving the building; he just doesn't think we need to be in that situation. Mr. Faircloth stated that anybody can say that is where we need to be, but his question was is that being done now as we have been several months without someone there in that position and based on what you are saying are the deposits being made? Mrs. Leverett stated that an example is last week Michael called and told her they had a check in their office from concessions that he had for two weeks, they have been asking for the report to go with the check, they can't get the report, what does she want him to do with this check? She advised him to make a copy of the check, deposit it, and send it up here, and don't ever hold money. Mr. Faircloth asked why he held the money, and she stated that he didn't know what to do with it. Mr. Mathis asked that didn't he have a supervisor that is over him like Brockey Brock to ask him; it is really stupid and redundant of what goes on out there, and it is not going to get any better, like Brad said. The Administrator stated that goes back to the instructions that for financial guidance you come to Sherrie. Mr. Faircloth asked what roll Donna plays out there; Mrs. Leverett stated that Michael said he and Mrs. Donna were trying to figure out what to do with this check, so she guessed she was aware of the check too. She did buy them a safe and she has all confidence that the check was in the safe, they were just thinking they had to have the breakdown of the check before the could turn it into finance, we don't want stuff laying around as things tend to happen when you leave money laying around. Chairman Nance asked who was supervising Michael directly; Mrs. Leverett stated that she guessed Brockey. The Chairman stated his question is why he didn't go to Brockey with this; Mrs. Leverett said the guessed it was because it was a check and they felt like they should call her, that was fine, and they understand now that we don't need to do that, but I guess you just take for granted that they know this kind of stuff. Administrator Crapse stated that they understood that before, they knew that as they have been told a number of times that you don't hold money down there, it is to be turned in every day. Mr. Faircloth asked that if she has people from public works that call her and ask her what they should do in some saturations; Mrs. Leverett advised that they have rules with Alice about the money that comes in out there, and any county department that takes in money, and everybody knows to turn the money in every day, and if they don't have any money that day to send her a report that says zero as they are suppose to deposit the money every day. Chairman Nance asked how Michael got the check, and she replied that she didn't know. Mr. Faircloth stated his point was the decline in participation and the reduction in money and work load, and we are adding more people out there in the middle of a budget crunch and what we are doing in private business is reducing the amount of the workers and increasing their workload. As the workload goes down in government, the employees seem to expand. The Administrator advised that there has been no expansion of employees, he doesn't know what part of that we don't understand as there has been no expansion. Mr. Faircloth rephrased it to we still stay the same even though the workload goes down. Administrator Crapse advised that we didn't fund a space this year so in overall people it did go down, but you just can't put anybody there, and he has said it a hundred times, there is nobody there that has the qualifications to do what needs to be done in that office. They may be a warm body but they are not qualified, they don't have the attention to detail, they don't have the organizational skills to do what needs to be done and do it correctly; that's just the way it is. Mr. Faircloth asked how he came to that conclusion that we don't have anybody down there that is qualified or that they don't have organizational skills, does he work down there with them or go down. Mr. Crapse advised that he is down there from time to time, he sees their operations, he sees the reports they send in, and in this particular case the quality of work was adequately demonstrated by the fact that when the employee applied for the job, she didn't even sign the application, which meant that she didn't sign that everything was true on the application, she sent it in unsigned. That is not the kind of person who understood the situation that we need doing things down there if they don't have a better attention to detail for something like that; also in 30 applicants that were asked for resumes she is the only one that didn't send one, that's okay she sent in a county employment form but it is invalid unless it is signed. That you don't want handling your business, we shouldn't be talking about people in the open but there are things that people just aren't capable of doing. Mr. Faircloth stated and because she didn't sign the application that is what. Mr. Crapse stated that that is an indicator to her attention to detail and the quality work she does. Chairman Nance asked that we move on from this as he knows we all have things to do as it is about 1:19 p.m. know. He thinks the issue we have is the direction of the budget and you need some guidance. Mr. Faircloth stated that is opinion is we take part of the money from IDC and give to Darton or if you want to find somewhere else in the chamber, either one. Chairman Nance asked for any other options, as this is tough. Administrator Crapse stated that you have the option as you can bite the bullet and pay it this year and hope for the best next year and don't add it to next year's budget, and wherever the chips fall this year, that is where they fall. Chairman Nance asked if they had to make a decision today; Administrator Crapse advised that it would help them, but no they don't have to make a decision today; we kind of need to know where to go on the things that the Magistrate, Health Department, Mental Health addressed so that we can try to help move this process ahead. Mrs. Leverett stated that basically is they're anything that we discussed today or during any of the work sessions they want to do. Mr. Faircloth stated that it is not fair for someone to use their own vehicle to do county work whether it is in the county or not. Chairman Nance advised that he gets paid mileage while he is at work, and asked if she goes down there every day. Mrs. Leverett stated that the Sheriff's Department might have a vehicle that she could use; Administrator Crapse advised that we usually sell the vehicles. Mr. Mathis asked if there was anyone else at the courthouse that could utilize a vehicle, like we have a courtesy car at the airport. The Administrator stated that nothing is impossible but if they start driving county vehicles they start being subject to drug testing and all that kind of stuff. Mr. Mathis asked the Administrator to check and see if anyone else in the courthouse has postal work, and maybe someone could check the vehicle in and out. Mr. Mathis stated that another thing is that once they do approve mileage for Judge Sims to do what she does, then will see if anyone else says they think they should get the same thing, will know pretty quickly. Chairman Nance asked what they wanted to do. Administrator Crapse said the $1,000 in the Magistrate Court budget for mileage is easy to do but it needs to be a limited thing if they want to do it. Administrator Crapse advised that the Health Department is the big chunk of money. Mr. Faircloth stated not for him because we have services available as his wife works in Urgent Care on weekends. Mrs. Leverett advised that money is not all we furnish, we furnish them a building, and they look at it like all we give them is this check every month. The Administrator added that we furnish them a vehicle and gas. Mr. Faircloth said that why do they think that their services are better than looking after kids. Chairman Nance stated that everybody could make an argument that their services are more valuable. Mrs. Leverett advised that she knows the people they see are challenged because of income but they could set some kind of minimum instead of somebody never paying anything. Administrator Crapse stated that if they have 12,000 visits a year and only 6,000 are not paying anything and you get $10 from each of those visits, that is $60,000, but it is a tough one. Right now he is getting the impression that the Board wants to address the limited mileage, keep the other outside agencies where they are, but there is the question of the IDC. He doesn't think the county can keep picking up all the tabs for the state shortcuts, and stated that they will do the best they can. Mrs. Leverett advised that the Public Hearing is scheduled for the regular board meeting in June, and she has to advertise to adopt the budget at least one week ahead of the date to adopt; she doesn't know if they want to set that date so that she can get it advertised as she feels like we will have it balanced by June 30th without a problem. The Administrator advised that we could have a called meeting on June 29th at 10:00 a.m. to adopt the budget.
GO INTO EXECUTIVE SESSION
Motion was made by Mr. Culpepper to go into Executive Session to discuss personnel, seconded by Mr. Faircloth, motion carried unanimously.
COME OUT OF EXECUTIVE SESSION
By common consent, Commissioners agreed to come out of Executive Session.
Being no further business, by common consent, Commissioners agreed to adjourn the meeting at 2:15 p.m.