Regular Agenda - Anderson County Government Home Page

_____________________________________________________________
Anderson County Board of Commissioners
_____________________________________________________________
Regular Agenda
Monday, March 17, 2014 @ 6:30 p.m.
1.
Call to Order / Roll Call
2.
Prayer by Sheriffs Department Chaplain, Clyde Drummond
Pledge of Allegiance
3.
Appearance of Citizens
4.
Approval and Correction of Agendas
Consent Agenda
Regular Agenda
•
•
5.
Elections
• Nominating Committee Report by Chairman McKamey
(Civil Service Board, Beer Board, Board of Zoning Appeals)
6.
A. Director of Schools
Any questions from Commissioners
•
B. County Mayor
Budget Committee Appointment’s – Steve Mead & Dusty Irwin
Any questions from Commissioners
•
•
C. Law Director
•
Centurion Development – Request for write-off of $27,808.25 in Clerk & Master fees and Title Search fees
•
Carl Clifford Smith, Jr. v. Anderson County Sheriff and Civil Service Board – Decision against Anderson
•
Any questions from Commissioners
related to delinquent taxes.
County by Chancery Court. Request Permission to appeal.
D. Departments
a.
Purchasing Agent Report by Purchasing Agent, Pamela Cotham
E. Reports from Committees
a. Budget Committee Report by Budget Director Connie Aytes
b. Operations Committee Report by Chairman Hitchcock
7.
New Business
8.
Adjourn
Respectfully Submitted,
Chuck Fritts, Chairman
ANonnsoN
Couxrv GovnnxMENT
TpnnvFnam<
CouNry Mevon.
March 12,2014
To: Anderson County Board of Commissioners
From: Anderson County Mayor Terry Frank
Re: Budget Committee appointments
to appoint Commissioner Dusty lrwin and Commissioner Steve Mead to Budget
Committee. One vacancy will exist with expectation of requesting a CPA to fill the remaining
vacancy.
I wish
100 NoRrH
Cr-rNron, TTNNESsEE . 377 16
Etrrer: [email protected]
Men Stneer, Surrs 208
PuoNe: (865) 457 -6200
.
.
OFFICE OF THE COUNTY LAW DIRECTOR
ANDERSON COUNTY, TENNESSEE
101 South Main Street, Suite 310
CLINTON, TENNESSEE 37716
N. JAY YEAGER
Law Director
TELEPHONE: (865) 457-6290
FACSIMILE: (865) 457-3775
Email: [email protected]
MEMORANDUM
TO:
Ms. Mary Murphy
CC:
County Commission
FROM:
N. Jay Yeager
DATE:
March 12, 2014
RE:
Law Director’s Report – March 17, 2014 - County Commission Meeting
Please add the following items to the County Commission Agenda under the Law Director’s Report:
A. Contract Approvals:
1)
2)
3)
4)
5)
6)
7)
8)
Jonathan Hodge – Schools
Michael Adam Poole – Training Promissory Note – Sheriff’s Dept.
Robert Justin Collins – Training Promissory Note – Sheriff’s Dept.
Morrow & Morrow – (E-Rate Consulting) - Schools
Dept. of Energy – Sampling License – Mayor
Health Care Services Agreement-Trans. Services – EMS
Knoxville Harley-Davidson Motorcycle (three leases) – Sheriff’s Dept.
Roane State Community College Dual Studies Contract - Schools
B.
Bankruptcy:
1) USEC (Claim filed on payments in lieu of tax and personal property tax)
C.
Centurion Development – Request for write-off of $27,808.25 in Clerk and Master fees and Title
Search Fees related to delinquent taxes. (Needs County Commission Approval)
D.
Beer Permit Issued – Jeanette Collins (My Place Sports Bar)
E.
Lawsuit Updates:
1) Carl Clifford Smith, Jr. v. Anderson County Sheriff and Civil Service Board – Decision against
Anderson County by Chancery Court. (Request Permission to Appeal – Needs County
Commission Approval)
2) Foster, Durrell v. Anderson County Sheriff and Civil Service Board – Dismissed by Plaintiff.
No liability assessed against Anderson County.
3) Anderson County v. Daugherty, Ludy – (Codes Violation) Default Motion granted for County.
PURCHASING COMMITTEE MEETING
MINUTES
March 10, 2014
Committee Members:
Terry Frank – Present
Jerry White – Present
Zach Bates – Present
Jerry Creasey – Absent
Scott Daugherty - Present
Pamela Cotham, Purchasing Agent – Present
Knoxville Harley Davidson – One year contract for four motorcycles for the Sheriff’s Department for the period
of April 1, 2014 through March 31, 2014. Commissioner White made a motion to approve and to forward
to County Commission with a recommendation for approval. Commissioner Bates seconded the motion
and the motion passed.
Commissioner Bates made a motion to approve and to forward to
County Commission with a recommendation for approval. Scott Daugherty seconded the motion and
the motion passed.
Contract Policy & Procedures
(Note) Items highlighted in yellow indicate additional edits made since the purchasing committee
review.
The meeting adjourned at 4:40 p.m.
1
OFrIcn Or THE Cour\"ry LAw trRf,croR
ANDTRSON COUI\.TY, TENI{ESSf, f,
tol
South Main Str€et, Suite 310
CLINTON, TENNESSEE 3??
N. JAY YEACER
16
TEI,EPIIONE: (85r.1 457.6190
I'ACSIMILET (865t,!J7.J77J
Lar oircclor
Ernarl jycsgerGaclrrdirccbr.qrm
March 4, 20i4
Chief Deputy Mark Lucas
Anderson County Sherilf s Depadment
l0l S. Main Srreet. Suite 400
Clinton, Teruressex 377 l6
RE:
1
Harley Davidson Motorcycle Lease - YIN #'s I HDI FMMI 38y706646:
Y? 08 I 9 3 : I HD I FMM I 68Y67 685 I : I H D t F M M t 98y67 7 4 3 0"
HD I FMM 1 28
Dear Mark:
Pursuant to a request daled March 4,2014, I have reviewed the above-referenced contracts lbr
legal form. Aftcr review, I am satisfied these documents rneet or exceed all requirements for
contracl formation under Tenneslee
lbrm.
law
Therefore, I have approved these con1|ects as to legal
Plesse nore that these con*scr rerrns extend beyond rhefiscal yeur and therefore must be
subrnitrcd to County Coumbsionfor approval.
lhis
approval is to legal form only- I assume, since you submitted these contracls to my oflice
lbr approval that you have read this agreement, and the terms and condirions set forth aie
desirable to you-and the departnent involved. I have not been involved in the negotiations of
these contr&€ts; however, ifyou would like additional guidance
"nrr advice regariing a specific
provision ofthe contracts, please fe€l free ro conkct me. Furthermore,
for ttre purpJse orte
approval process, it is assumed that these colrracts have been pmperly bid. if requircd, and
budgeted according to state law.
Pleax call, ilyou have additional questions or cone€ms,
z
With kin,
N.Iayfi
Enclosure: 4 pages
cc: Pamela Cotham
LEASOR
SCHSOULP ofPAYMSNTS
PAYMENT (S) OF
Knoxvlll. fbrl?y-I!.vldron, Irc.
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5800 Clintoo Hwy.
KnoxYillq TN. 37912
Phonc 865.689,2454
Fax 865,689.4794
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SCHSBULa of PAYMSNT:
PAYMENT (S) OF
K||orYlllc l{.rl.t-D.vldrcrt lnc.
t lqro".
5800 Clinton Hwy.
Knoxvillc TN, 37912
Phone 865.689.24J4
F.x 865.589.4794
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l0l s. MArN sT. RoOM 400
CLINTON. fN. 37716
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ANDERSON COUNTY BOARD OF COMMISSIONERS
RESOLUTION NO. 14‐XX‐XXX RESOLUTION TO ESTABLISH A POLICY PROCEDURE FOR REQUESTING
CONTRACTS
THROUGH A CONTRACT REQUEST FORM
FOR THE PURCHASING DEPARTMENT OF ANDERSON COUNTY
WHEREAS, Anderson County has adopted and operates under the County Purchasing Law of
1957; and
WHEREAS, Tennessee Code Annotated (T.C.A.) Section 5-14-105 (1), provides the county
purchasing agent with exclusive power and it is the purchasing agent's duty to:
Contract for and purchase all supplies, materials, equipment and contractual services
required by each and every official, agency, office, department or employee of the
county government, or that is supported by, or under control of, the county government
and that expends or encumbers any of the county's funds; and
WHEREAS, T.C.A. Section 5-14-105 (1), further provides that:
No other official, employee or agent of the county or of any of its departments or
agencies shall be authorized to contract for or purchase any such materials, supplies,
equipment or contractual services; and
WHEREAS, T.C.A. Section 5-14-107, provides that the county purchasing agent, with the
assistance of the county purchasing commission, shall adopt, promulgate, and may from time
to time amend, rules and regulations for the purchase of supplies, materials, equipment and
contractual services and specifically for the following purposes:
(1) Authorizing in writing any department, official or agency of the county government
to make purchases in the open market for immediate delivery in emergencies, defining
such emergencies, describing the manner in which such emergency purchases shall be
made and promptly afterward reported to the county purchasing agent;
(2) Prescribing the manner in which supplies, materials and equipment shall be
requisitioned, purchased, delivered, stored and distributed, and providing that such shall
be conducted in accordance with the provisions of this part; and
WHEREAS, the Anderson County Commission realizes the need, especially in today’s
current environment of fewer available resources, for increased transparency and
accountability of public funds, and that the County Commission is ultimately responsible
for ensuring that management is meeting its internal control and contracting
responsibilities; and
WHEREAS, the County Commission finds it to be in the best interests of Anderson County to
establish a procedure for requesting and putting in place contracts that complies with County
Purchasing Law of 1957 and ensures this procedure is adhered to through a Contract Request
Form;
NOW THERFORE BE IT RESOLVED by the County Commission of Anderson County, meeting
this _____ day of _______________, 2014, that:
Anderson County establish the Purchasing Department’s Contract Request Form and
Procedure for Requesting Contracts.
RESOLVED DULY PASSED AND APPROVED this 17th day of March 2014.
________________________
Chuck Fritts, Chair, AC Commission
_________________________
Terry Frank, Anderson County Mayor
ATTEST:
________________________
Jeff Cole, Anderson County Clerk
ANDERSON COUNTY PURCHASING DEPARTMENT
CONTRACT REQUEST FORM
Requesting Department: ___________________________________________________
Requestor: ________________________
_________________________
(Print)
(Signature)
Vendor Name: ___________________________________________________________
Explanation of Contract: (attach memo if additional explanation needed)
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
Contract Start Date: ___________________ Contract End Date: ____________________
Renewal Options: ___________________________________________________________
____________________________________________________________________
PURCHASING DEPARTMENT
Contract Received by: ____________ Received - Date: _____________ Time: ____________
(Initials)
______________________________________________________________________
APPROVAL TO FORM
Sent to Law Director -
Date: ________________ Time: ________________
Approved by Law Director - Date: ________________
Time: ________________
Contract Received from County Attorney’s Office- Date: _____________ Time: _____________
______________________________________________________________________
PURCHASING COMMITTEE (If Required)
Action: ___________________________________________Date:
____________________
______________________________________________________________________
COUNTY COMMISSION (If Required)
Action: ____________________________________________Date:
____________________
______________________________________________________________________
CONTRACT FULLY EXECUTED
Purchasing Agent: Date: ________________ County Mayor: Date: ________________
Executed Contract mailed to Vendor and Department: _____________________________(Date)
Notice to Proceed Issued: __________________________________________________ (Date)
ANDERSON COUNTY PURCHASING DEPARTMENT
PROCEDURE FOR REQUESTING CONTRACTS
This procedure is established to ensure that Anderson County complies with all aspects of the
County Purchasing Law of 1957; and in particular the request and tracking and/or approval of
contracts. Clearly the County Purchasing Law of 1957 grants sole authority and responsibility
for this task to the county purchasing agent. No contract will be signed by the Purchasing
Agent or the County Mayor that does not originate out of the Purchasing Department through
this procedure.
1) The requesting department will submit a Contract Request Form to the Purchasing
Department, along with a short memo if needed that briefly states the purpose for the
contract and any other relevant information that the Purchasing Agent will need to fully
understand the purpose of the contract. The Contract Request Form will identify the
person making the request by printing and signing their name to the form and including
the department for whom they work. The name of the company with whom the contract
is with will also be included on the Contract Request Form as well as the type of contract
(e.g. professional services) and the date the contract begins and expires.
2) Upon receipt of the Contract Request Form in Purchasing Department the request form
will be time and date stamped and initialed by the person receiving the form.
3) The Purchasing Agent bears sole responsibility for having the contract approved as to
legal form. The Purchasing Agent will, on a regular basis, submit a request in writing to
the law director listing the contracts to be approved as to form and providing a copy of
each contract to the Law Director.
4) The Law Director will date and sign each contract as Approved to Form and return the
contract and any written instructions he so desires to the Purchasing Department.
5) The Purchasing Agent will stamp the returned contract from the Law Director and date
and time the receipt of the contract on the Contract Request Form.
6) Any contract received after the Purchasing Agenda deadline which is noon of the first
Wednesday of each month will be included on the following month’s Purchasing Agenda.
7) Once the contract has been through the Purchasing Committee the Purchasing Agent
will record the action taken by the Committee on the Contract Request Form.
8) Once the contract has been through the County Commission the Purchasing Agent will
record the action taken by the Commission on the Contract Request Form.
9) Not until this procedure has been properly followed and the contract passed for approval
by the County Commission will the Purchasing Agent present the contract along with the
completed Contract Request Form to the County Mayor for signature.
Andersonville Volunteer Fire Department
Board of Directors
1957 Mountain Road
Andersonville, TN 37705
Anderson County Board of Commissioners
100 North Main Street
Room 118
Clinton, TN 37716
Dear Anderson County Commissioners,
Feb. 24, 2014
In our ongoing effort to cooperate with the Anderson County Government in
fulfilling our mutual mission of serving the residents of Anderson County, we wanted to
address some of the questions and concerns that commissioners have voiced during the
past few County Commission and County Commission committee meetings.
As an informational overview of where the department is now and what we are doing in
the community:
•
The Andersonville Volunteer Fire Department provides EMS, rescue, fire and
other emergency services to approximately 9000 people in 4500 households as
well as to the businesses and other properties in our service area.
•
Our service area covers approximately 68 square miles, nearly 20 percent of
Anderson County, which includes county commission district three as well as
parts of districts one and two. We also render mutual aid assistance for fires in
the surrounding communities whenever requested.
•
We are a 501(c)(3) non-profit Fire Protection Agency consisting of 31 volunteer
emergency responders, one paid emergency responder and one paid office
manager.
•
Our volunteer emergency responders represent a value to the community of about
$652,800 annually.
The number of full time equivalent positions covered by volunteers is 19.2 (2 shifts, 2
responders, 3 stations, 5 days a week; 3 shifts on weekends). Using a cost of $34,000, which
includes salary, payroll taxes and health insurance: (19.2)(34,000) = 652,800
•
With Station 3 in operation, our response times in the Belmont area have been
reduced eight minutes and now are 4-12 minutes. Additionally, our IOS rating
can potentially be upgraded to 5, which will lower insurance rates (depending on
the insurer) for everyone in our service area.
•
In 2013 we responded to 701 calls with the following breakdown:
Type of Call
Number
Rescue and EMS
506
Fire
50
Hazardous Conditions
7
Service Calls
21
Good Intent
87
False Calls
26
Severe Weather
3
Special Incident
1
Regarding older tax funding language:
The language describing the fire department as not receiving tax funds was
initially used to explain one of the reasons why the change to a membership service was
necessary and was aimed at indicating that our equipment and infrastructure costs were
not covered primarily by property taxes in the same way that, for example, the highway
department is funded. This was easily misconstrued to mean that we claimed we
received no funds of any kind from the County, which was never our intent. Regardless,
due to the ambiguity of the statement, as of the 2014 membership letter that went out in
October of 2013, that sentence was removed.
Feb. 24, 2014
AVFD
2
Regarding our funding structure:
We are working to serve the people of our service area in the most economically
efficient way possible balanced with the best quality of service that we can provide.
A flat rate system, as has been advocated, has the benefit of being easier to bill,
but the inequity of fires being easier, on average, to put out on smaller structures. If we
were to switch to a flat rate, some people’s rates would go up and some people’s would
go down.
We will always be looking for the best way to equitably fund the department and
our current course is to bill based on square footage (exceptions include low income
waivers and negotiated contracts). However, as our membership base grows, we will be
able to reduce rates accordingly, thus the more people that join as service members, the
less it costs for everyone individually.
Regarding perceived membership rate inconsistencies:
No property owner who joined as a service member of the Andersonville
Volunteer Fire Department in 2013 should have seen an increase in their 2014 invoice.
Initially we had an incomplete/inaccurate data set from the assessor’s office,
which resulted in some inaccurate invoices being issued in 2013. We maintained those
invoice amounts for 2014, if they were lower than they should have been, for people who
had already joined in 2013. There is no obvious justification for maintaining such errors
for property owners who are just joining now and the 2014 invoices were corrected to
reflect the accurate amount based on up-to-date square footage.
There may still be errors out there and we need our members to let us know if the
square footage on their membership form is incorrect. We hope that anyone who notices
a discrepancy that they don’t understand will contact us so that we can verify the amount
and correct it, if it is wrong. Please ask those who contact you with issues to contact us
so that we can all be on the same page, which is a functioning fire department for the
community.
Feb. 24, 2014
AVFD
3
Regarding the Andersonville Elementary School call and bill.
As the alarm company’s record shows, they put a call into Anderson County
Dispatch for the fire department to be dispatched to Andersonville Elementary in
response to a FIRE PULLSTATION (not SENSOR TROUBLE) alarm. The fire department was
dispatched by Anderson County Dispatch and they responded in all possible haste to
what was presumed to be a genuine fire situation at the school. As there was no fire or
other emergency that precipitated the FIRE PULLSTATION alarm being transmitted to the
alarm company the call was a FIRE ALARM ACTIVATION- NO FIRE call.
Because neither Anderson County nor Andersonville Elementary have engaged in
a contract with, or joined the AVFD as regular members, the rate for the bill reflects the
default, non-contributing member status that has been chosen by the County as how they
wish to be served by the AVFD.
We would very much like to formalize our relationship with the county as soon as
possible so as to avoid these types of misunderstandings in the future.
Respectfully,
Andersonville Volunteer Fire Department
Board of Directors
Feb. 24, 2014
AVFD
4
Andersonville Volunteer Fire Department Board of Directors Contact Information
(partial list of board members)
Please feel free to contact any of us with any questions you may have about the
department.
Eddie Campbell (Chair)
Home: (865) 494-9436
Cell: (865) 603-2025
Email: [email protected]
David Allen (Vice Chair)
Cell: (865) 242-2286
Email: [email protected]
Daniel Miller (Fire Fighter)
Cell: (423) 273-0487
Email: [email protected]
Gina Ridenour (Treasurer)
Cell: (865) 323-8799
Email: [email protected]
Becky Doane (Secretary)
Cell: (865) 964-5531
Email: [email protected]
Robert Seiber (Service Membership Representative)
Cell: (865) 438-0299
Julia Nelson (Service Membership Representative)
Email: [email protected]
Cell: 865-742-5245
Feb. 24, 2014
AVFD
5