HomeMy WebLinkAbout2011-11-15 Commissioner Minutes
TUESDAY, NOVEMBER 15, 2011
The Franklin County Commissioners met Tuesday, November 15, 2011, with the
following members present: David S. Keller, Robert L. Thomas and Robert G.
Ziobrowski. Chairman Keller presided and after calling the meeting to order, and the
Pledge of Allegiance proceeded with the business of the day.
On a motion by Robert G. Ziobrowski; seconded by Robert L. Thomas;
unanimously approved to adopt the agenda.
Jay Lightfoot provided public comment and said that Chairman Keller never got
back to him about his inheritance tax question. Chairman Keller responded that
Congress is looking at new legislation but as of yet there has been no change to the
inheritance tax law.
The minutes of November 10, 2011 meetings were read. These will be approved
Thursday, November 17, 2011.
The Board reviewed Agreements, Contracts and Reports. Commissioner
Thomas asked if there are any other means for a connection between 911 with county
programs. John Hart responded that this is the best way to do this due to it ties the
backup center to the main dispatch and dedicated Ethernet is the best and fastest way
to move information back and forth. Commissioner Thomas asked if the Notice and the
Agreement for a wheelchair ramp can be signed by John Hart since this was already
approved by the Board during the bid process. John Hart responded that the board
would have to designate an official to sign off and this action would require solicitor
review. The following item was approved today and the remainder items will be
approved Thursday, November 17, 2011.
The Board reviewed Mental Retardation Department matters. On a motion by
Robert G. Ziobrowski; seconded by Robert L. Thomas; unanimously approved the
Notice to Proceed and Agreement between the County of Franklin and Archwood
Homes, LLC for the Franklin/Fulton Mental Retardation Custom Wheelchair Ramp
Project for Individual Living in the Community Bid for a bid amount of $21,000.00. The
Board awarded this bid to Archwood Homes on October 25, 2011.
John Hart, Chief Clerk/County Administrator, Teresa Beckner, Fiscal Director,
Erin Witmer, Assistant Fiscal Director and Tiffany Bloyer, Human Resources Director
were present to review the 2012 budget preparation with the Board. John Hart advised
the board that budget development was progressing as instructed by the Board. Staff is
also taking a relook at the Nursing Home and Department of Emergency Services to
determine if there is any leeway to reduce costs since their contributions from the
general fund increased sufficiently.
Mr. Hart proposed to the Board to establish funds as permitted by GASB 54
which allows the Board to set aside reserves for purposes specified by the Board. He
said last year a number of items were placed into contingency and this permitted more
time to look at expenditures and justify items. Staff is recommending two funds which
are facility fund/capital fund and equipment replacement and purchase fund. Examples
of purchases from these funds are automobiles, information technology initiatives, facility
repairs and remodeling and software. These funds would provide another tool to assist
with multiyear budget planning. Money can be added or reduced from these funds on an
annual basis. Ms. Beckner stated that the county code and GASB regulations permit the
Continued on page 2
county to establish these funds at the board’s discretion. Commissioner Thomas asked
how this differs from contingency funding. Mr. Hart responded that contingency funding
consists of personnel expenses and a combination of many items. Additionally
contingency funding is eliminated if expenditures are not made. The committed funds
specify certain types of expenditures and unspent balances remain intact for future year
expenditures. Mr. Hart stated these funds would not be for purchases under $5,000.
The goal is to set money aside and plan for future projects and large capital
expenditures.
Chairman Keller said that he likes the idea and this forces the board to take a
look at some things in the future and try to understand what it means in terms of dollars
and cents one year to the next from a budget standpoint. Need to recognize that
something may occur 3-5 years from now that may require significant reserves from the
county and can look down the road for those things and have to decide where the
money comes from. This forces the board to look down the road and what it means from
a fiscal standpoint and tax payers will understand a prudent thing to do.
Commissioner Thomas asked if GASB 54 is money set aside that would be part
of the budget so would be considered an expenditure and how would it be recognized on
the expenditure side? Ms. Beckner said it is a transfer from general fund reserves.
Commissioner Ziobrowski said this is a good idea because does consistently put
money aside every year and can identify in advance usage of funds. He said will always
have unidentified funds for capital expenditures and would make it less nebulous for
them. He said have to set aside money for the courthouse for capital expenditures
because not solving the courts problems and we are making due but have to have
money for capital purchases for the courts needs or other needs. Both ideas are good
but suggest have some delineation of expenses when setting up these accounts. Mr.
Hart advised staff will develop a list of anticipated 2012 expenditures. Commissioner
Ziobrowski said that sounds like what Mr. Hart is saying is the county may have
substantial expenses from these committed funds for the next couple years, some
reserves may be required to prefund the accounts due to not having replacement funds
in past. Mr. Hart responded that Commissioner Ziobrowski is correct. Reserves are
committed but not restricted and each budget cycle the Board can adjust funding
accordingly. Mr. Hart requested permission to move forward with the concept to
establish two committed funds accounts with recommended funding levels. The Board
approved moving forward with this proposal.
Staff provided the Board with information relating to staff turnover. Ms. Bloyer,
Human Resources Director provided the following information. As of October 31, 2011
turnover rate was 17% county wide. The rate is higher than the norm as national
turnover rate is normally 8-10%. The county turnover rate has gone down over the past
several years. Ms. Bloyer reviewed exit interviews of employees who have left and most
have left for career changes, new jobs or just personal reasons. They were also asked
about benefits and wages and they responded that wages and leave time were poor.
Little information was relating to benefits. Human Resources is in the process of
revamping the exit interview questions and review of wages. Job descriptions will be
reviewed to determine exempt or nonexempt positions. DES and Sheriff’s Department
wages will be reviewed due to training costs of new employees. Human Resources will
also look at introducing performance reviews for employees. This is a good tool to
increase productivity and morale. All these efforts will be utilized in an attempt to
decrease turnover, recruit qualified employees and improve employee morale. Ms.
Bloyer will provide a breakdown of turnovers by department to the board.
Continued on page 3
Commissioner Thomas said we are a farm team and need to identify where that
is and see if any ways to try to reduce these numbers especially where have to do a lot
of training. John Hart stated this global approach to employee retention will lead itself to
greater efficiencies due to having qualified employees and assist with staffing analysis
and retention of new employees. Chairman Keller responded that sounds like moving in
the right direction. Mr. Hart will provide a copy of turnover information to the Board and
will email Mr. Piper this information.
nd
Mr. Hart advised the board the 2012 budget will be presented on November 22
th
with final action to adopt the budget on December 15.
The meeting was adjourned at 10:42 a.m. with a motion by Robert G. Ziobrowski;
seconded by Robert L. Thomas.
FRANKLIN COUNTY COMMISSIONERS