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[0:02] There's a call in order, special meeting agenda, board of commissioners, on September 24th, 2026,
[0:10] it's LPM.
[0:13] Let's start with regular business, business position, that's just case,
[0:18] the treasurer's office, Randy Elder.
[0:27] And let's take a minute. Good afternoon, Chairman and
[0:29] commissioners and Brandy Elder, executive director of human resources and risk management.
[0:33] today on your agenda, you have a position they can see justification for a
[0:38] treasure one. This is not an additional position being added, what they're
[0:43] asking for is that they have somebody come and start basically succession
[0:47] training since there will be change at the beginning of the year. They need to
[0:52] get a new line employee out on the line so that the person that will be
[0:55] replacing Ms. Connelly will then be able to train both ways. So it's a
[1:01] session planning. A backfill without losing a body.
[1:07] When Brandy-Wen is anticipated to be filled within the month.
[1:14] Okay. Why are we doing this before the new treasure takes over?
[1:20] Because the current treasure and the incoming treasure we're discussing the workload between
[1:25] We now in the end of the year, and in order to provide better service to the county citizens,
[1:32] it would be best to get the new person trained up.
[1:39] And that's what we did with when IT, when Kim Riley was retiring at the IT, we gave permission
[1:44] for them to hire their newest employee four months in advance.
[1:47] I mean, all the people are still there.
[1:49] I don't see where there's a shortage.
[1:51] I mean, yeah, it's good to get them trained up, I guess, but I don't see what the absolute
[1:57] need right now is? There are a number of, how do I put this appropriately. There have
[2:05] been a number of people out of the office and that will continue to be in and out of
[2:10] the office for the next few months due to HIPAA protected information.
[2:18] So they're running
[2:19] short staff with the full staff. Will they try to advance this person from within?
[2:28] there's no one that's a very it's a clerk one it's treasurer one so it's the
[2:33] entry level. So this is in the treasurer's office not the clerk's correct correct and they're
[2:41] advancing a current employee into the chief deputy role in January.
[2:48] Just so long as we're now
[2:49] walking on somebody that because we had a campaign going. No. I don't
[3:01] know what I'll say if they need
[3:02] I guess so definitely you're going to move up what she's coming from a position clerk or a deputy senior. I believe she's a senior. I would have to double check that she is.
[3:17] She's got by the scaling experience stuff like that. She just simply remove your experience up.
[3:22] Okay good enough well Mr. Chairman I move the board approved the position vacancy
[3:28] justification for the Treasurer's Office deputy treasurer one as presented
[3:34] second my move and second place board to approve the position vacancy justification
[3:38] Treasurer's Office deputy treasurer one as present I'll say aye aye all right I'll
[3:43] suppose I suppose you post okay do GM vote thank
[3:55] you let's move on
[3:56] the Coal Scene Fire SF-424 Shrits Forms.
[4:00] Christian Young, thanks for any.
[4:07] Good morning, commissioners and chairmen.
[4:11] This is, my name is Kristen Young.
[4:14] I'm the deputy director of administration.
[4:17] And I just have, I had a request for information, number two,
[4:23] for the, for some information and assurances
[4:26] was based on from our coal seam fire mapping project application, which was an application
[4:34] of the Department of Homeland Security, which is a hazard mitigation grant program.
[4:42] And that project, if you'll recall, was to map some areas in Sheridan, Johnson, and Campbell
[4:50] County to identify the locations of coal seam fires and the federal
[4:56] portion of this application was 750,000 and then the non-federal portion is
[5:03] 250,000 with the match coming from Sheridan Johnson in Campbell County.
[5:12] Chief, you want to give any input on this briefly?
[5:23] We have a lot of close-in fairs, yes.
[5:25] Okay, it's all I need to know.
[5:27] So Mr.
[5:28] Isn't this the same thing we were going to do a year ago, but
[5:32] we'll get done in time.
[5:34] Yeah, so they didn't
[5:36] the Department of Homeland Security at the federal level just
[5:40] didn't move or on awarding the funding.
[5:44] And so this is they and then they did a request for information
[5:47] where we had to provide more information.
[5:50] And then this is their second request for information where we have to provide more information.
[5:55] So it's not a notification of the award or anything, it's just a request for information
[6:00] at this time.
[6:02] Okay.
[6:02] This is over here going.
[6:03] So I guess I have a question, Mr. Chairman.
[6:10] If it's just a request for information, I mean, couldn't that, I mean, I don't know why
[6:17] We have tell me why we have to approve this and like you can just do it on your own
[6:21] Because it's requires the signatures and
[6:25] Okay, and that's sort of thing so normally we may be able to put it on the consent agenda, but
[6:31] Chris, Chris did I hear you properly when you said this would
[6:36] Employee a guy for somebody for a hundred fifty thousand dollars plus an additional two hundred fifty thousand. What exactly are we talking about?
[6:44] Oh no, so the federal portion
[6:47] is 750,000, and then the local match is 250,000, which is split up amongst, uh, shared in Johnson and Campbell County.
[6:59] Okay.
[7:02] So does it have any designated purpose to map the Colts team fires?
[7:08] This is this money to appropriate to get this finally done from a year ago. Yeah.
[7:14] Okay. That makes sense. The hold up really is the federal government, right?
[7:18] I mean, they just, they, they've never, we've done everything that we've had to do.
[7:22] And now they're asking for more and more information, which maybe that's a good sign.
[7:27] I don't know.
[7:28] And one more add-on thing is that last winter was so warm and everything they said probably
[7:33] good.
[7:34] It didn't go through.
[7:35] They need the colder weather to spot all these hot spots when they're mapping this.
[7:40] So maybe this winter, if it goes through in time, it would be better.
[7:43] I was hoping that if we send this back that we can hear pretty soon so that we could get
[7:50] moving moving on working on that project so we can have a chance at mapping it in the
[7:57] colder months of January through March because if not we might have to wait a lot longer
[8:02] and I don't know yeah and so that'll be something for discussion when we get more information
[8:07] I suppose so can you give me that match number again for the three counties is 250 to 50 collectively and
[8:14] I think it was
[8:17] one twenty thought or one twenty two five hundred for ours eighty thousand for Shared a county and then forty two five hundred four
[8:25] Johnson County
[8:26] Mr. Chairman did we include that
[8:30] This grant and this year's budget as well. Yes, okay. We did okay
[8:37] Mr. Chairman, if there are no other questions, I move the board approve the Colesine Fire
[8:42] Federal Assistance, SF-424 Assurance Forms, as presented.
[8:49] Seconded.
[8:49] Seconded.
[8:50] Seconded by this board to approve the Colesine Fire SF-424 Assurance Grants, so in favor
[8:58] say aye.
[8:58] Aye.
[9:01] Those opposed?
[9:02] Motion carries.
[9:03] Thank you.
[9:03] D-N-F-C-P-I agreement, amendment 2, Lynda Alfred.
[9:09] Yeah, so Lynda's not here today.
[9:14] She's out, so I'll present this as well.
[9:16] Okay, Kristen Alfred.
[9:18] This is an extension, just one moment.
[9:22] Sorry, I'm trying to hold it up.
[9:25] An extension to the temporary assistance for needy families,
[9:29] community partnership initiatives.
[9:31] It's the second amendment and the award is increasing for the year, for the fiscal year,
[9:44] 10-1-20-26 through 9-30-20-27. That funding allocation will be 95,000.
[9:55] and so it's an amendment to for the 95,000 and the term to extend through 930, 2027.
[10:07] So for another one of these grant fiscal years of the TN of CPI award.
[10:15] And so there are no changes and there won't be any changes to the recipients
[10:21] Underneath this agreement from last year as well, so.
[10:28] So we'll basically stay with the initial many for the yes house and personal frontiers and council of community service like we agreed last week.
[10:40] Yes, so just the same.
[10:42] So where are the additional many come from?
[10:46] Oh, the addition, so it's just for another year, so instead of going out, the state is choosing to amend their contracts instead of
[10:58] starting over the application process.
[11:01] Okay, so the state awarding funds essentially, and we're just approving the increase here, right?
[11:08] Yeah, so from 95,000 to 285,000, right?
[11:13] Yeah, so that's why it just keeps the second year, so we initially had a 95,000.
[11:20] Amendment one was for another 95,000, and then amendment two was another 99,000, and
[11:26] that's because they've got, they're on a multi-year funding cycle, and so it's not
[11:31] actually a different allocation to my understanding from the federal government, it's the same
[11:37] allocation and so they are just amending to reduce administrative burden so.
[11:46] Mr. Chairman, I move the Board of Prove Amendment 2 to the contract between the Department
[11:51] of Family Services and Campbell County Commissioners for the temporary assistance for
[11:57] Native families, community partnership initiative to increase the total contract amount by $95,000
[12:06] to $285,000 and extend the term through September 30th, 2027 as presented.
[12:12] Second.
[12:14] The move is sent by this board to prove that TNF CPI agreement amendment 2,
[12:18] those favour say aye.
[12:20] Aye.
[12:20] Those opposed?
[12:21] Motion carries.
[12:22] Thank you.
[12:22] We have a budget item.
[12:23] Thank you.
[12:24] Thank you.
[12:24] Thanks, Kristen.
[12:26] Cindy.
[12:31] Thank you, Mr. Chairman.
[12:32] So we are here for a two-part budget amendment and to explain this budget amendment, I'll just start by explaining that back in December, the Board of Commissioners prove to transfer the buildings to the Delet Community College District, along with the Building Maintenance Reserve Funds.
[12:58] So those funds were expanded to let community college so to close out our fiscal year and we need to account for those funds in the 25-26 budget so that we need to increase that budget to expand those funds out within our budget.
[13:22] So we have two ways to do this.
[13:26] So the total amount that was transferred to Gillette College was $8,619,102.96.
[13:39] Within the commissioners budget remaining, we could transfer through a variety of funds,
[13:46] a total of $267,643.20 of already budgeted funds to those accounts that the funds were
[14:01] transferred out of. If you choose to approve that budget, line item transfer, that would
[14:07] make the budget a amendment to increase the fiscal year budget for 2526 by $6,051,459.76
[14:21] versus the 8.6 million total expenses. So basically, we would be utilizing a little
[14:28] over $2.5 million of already budgeted funds to account for this and then just increase
[14:34] the budget by the six million. So to me and it was that's just money we just didn't we didn't use
[14:41] correct that's our variance that we're talking about. Correct. Yep. Found some money wasn't spent for
[14:48] money you're giving us. Oh Mr. Chairman I guess I thought I had it figured out now I guess I have some
[14:57] questions.
[15:00] Because we've already made these transfers and needs to be recorded. It seems like if we were to
[15:09] take transfer monies from the existing budget to increase it by six million or so, that
[15:18] almost kind of muddies things up a little more. I guess I'm not understanding why I take
[15:27] from that. I guess not, yeah. I thought I had figured out. No, I don't.
[15:36] Well, basically the funds, whether we take them through already budgeted funds or we add
[15:42] to the budget, it just would make a difference in the budget variance at the end of the fiscal
[15:49] year. For the auditors, this cleans up the books a little bit better by using already budgeted
[15:56] funds to, so that our budget variance is decreased by that amount since we did
[16:03] expand the funds and we can transfer those. So, Mr. Chairman, just to follow up.
[16:10] Madam Clerk, you are our chief budget officer. What would be your recommendation?
[16:19] Well, we've put together a budget line-out of transfer from multiple accounts in the
[16:26] The commissioners went three account to basically zero out those accounts to transfer those funds to the TechEd portion of that, which, like I said, it does reduce the total budget for that year by the two and a half million.
[16:49] And so to give you those final numbers, our budget for $25.26 was $145,939,859.
[17:00] With these line-up transfers, it would increase our $25.26 budget to $151,991,319.
[17:10] If we increase it by the full $8.6, our total budget for $25,26 is $154,558,962.
[17:23] So just to be clear, so that's what you're recommending.
[17:27] And so with the motion anyway, the motion that we have as presented to us here, that accomplishes what you think is the best course of action.
[17:40] question if we owed in this
[17:43] fund since I'm having a mad in
[17:46] all these numbers together.
[17:49] Basically 8.1 million dollars.
[17:53] That's basically we're still
[17:55] just giving them 8.1 million dollars.
[17:57] 8.6.
[17:58] 8.6.
[17:59] Okay, that's all I need to know.
[18:01] And it cleans the books up.
[18:04] Thank you very much.
[18:05] In the future, if we do this,
[18:08] happens like this again, what would your recommendation, how would we set it up at a time
[18:12] would go under budget or we would do something different, different process, what would we
[18:16] do different?
[18:18] Yeah, if this was to happen again, I would recommend that we go through this budget hearing process
[18:24] prior to expanding the funds, so that's the appropriate way to do that, so there's no rush,
[18:30] it seems like we don't want to rush through these processes, we want to go through an
[18:36] In a systematic and statutory process and a new budget process kind of kind of flag this help us out through this didn't it?
[18:45] Yes, yeah, well, yeah, the reconciliation process identified this when you're quote
[18:53] reconciling 2526
[18:56] Excellent
[18:57] But thank you.
[19:01] Mr. Chairman, I move the bar to prove the following budget line item transfers for the transfer
[19:06] of Gillette, Tech, Education, Maintenance, Reserve, Investment Account, to Gillette Community
[19:13] College District.
[19:16] Second, do we have to read all of those off?
[19:21] Do you want me to read these two?
[19:24] Yes, I have volunteered to read these for the record.
[19:29] Okay, we're going to transfer from, so $146,000, $226 and $26,000 from account 10000101013-60900 compensation
[19:50] Adjustment to Account 1000013 69080 account name a transfer out to Tech Education.
[20:01] I'm going to transfer $17,913.90 from Account 1000013 to 62020 Communication Network
[20:17] expense to 1-0-0-0-1-369-080, transfer out to tech education, transfer $319,000, $66
[20:29] and 12 cents from account 1-0-0-0-1-3, 6-2280, legal and court costs, to account 1-0-0-0-0-1-369-080,
[20:42] zero transfer out to tech education, transfer $8,994.49 from 1-0013-62450, employee development
[20:56] meeting and travel meals and lodging to account 1-00013-69080, transfer out to tech education,
[21:06] transfer $4,581.07 from account 100001362720 software to account 100001369080, transfer out
[21:22] to tech education, transfer $460,769.23 from 100001363440, miscellaneous,
[21:35] Next, explain to account 10001369080 to transfer out to tech education, transfer $657.11
[21:50] from 10000136400 supplies to account 10000, 01369080 to transfer out to tech education.
[22:05] transfer $1,345 in two cents from account 100001364450 collection exhibits to account 100001369080, transfer out to tech education, transfer $250,000 from account 100001366760, county matching funds
[22:33] to account 100001369080, transfer out to tech education and transfer 1,358, I'm sorry,
[22:45] 1 million, 358,090 from account 100001369800, contingency to account 100001369080, transfer
[23:01] for out to tech education for a total of $2,567,643.20.
[23:10] Thank you.
[23:15] Okay.
[23:17] We have an emotional moment of second.
[23:19] Second.
[23:20] Well, I made an emotional moment of second.
[23:23] Yeah.
[23:23] Move the second by this board approved the following budget item line item transfers to transfer
[23:28] the tech education maintenance reserve investment.
[23:31] And I counted, did you let Community College District go?
[23:34] It's a favor, say aye.
[23:35] Aye.
[23:35] Those opposed?
[23:36] Most scares, thank you.
[23:38] And then I'm public hearing for Cindy again.
[23:44] Okay, so the public hearing is to approve to increase the 25, 26 budget with a budget amendment
[23:55] totaling $6,051,459 in 76 cents.
[24:02] to break that out, we would be increasing the general expense fund 100001369080 by $53,000,
[24:14] $21.17, which is the transfer out to tech education, increasing the general expense fund 100001369100 by $1,542,710,
[24:30] dollars in 21 cents that is the transfer out to Pronghorn Center and increase the general
[24:36] expense fund 100001369170 by 4,455,728 dollars and 38 cents that is the transfer out
[24:49] to campus maintenance.
[24:53] Any comment?
[24:56] Mr. Chairman, I move the board approve the following budget amendments.
[24:59] Public comment.
[25:01] Oh, sorry.
[25:03] You have any?
[25:05] Open a public comment.
[25:06] I'll come on down here and give it to us.
[25:09] Give us our time.
[25:10] Mr. Chairman, I guess I do have one question.
[25:13] I understand this part.
[25:14] I think better than the previous part, but I understand the reasoning.
[25:21] I mean, so we're increasing the general expense.
[25:29] We don't, as far as kind of moving those monies around,
[25:32] I mean, we just, we transfer it over to the college.
[25:35] But for budgetary purposes,
[25:36] we don't have to like transfer money in
[25:39] and then transfer it out, right?
[25:42] I mean, this, I guess that's where I'm getting kind of hung up.
[25:45] It's, you know, if we're moving funds around
[25:46] and get all that, I guess the how, okay.
[25:49] We do have to show the money move on the books
[25:52] with the journal entry to show that it was transferred into an expense account to be paid to
[25:59] the college. The funds have already been transferred to them but for the for accounting purposes,
[26:07] we have to show these funds as a budgeted expense so they have it has to be added to our budget.
[26:15] So they will be added in and then transfer it out.
[26:20] Okay, and that's reflective here, I guess, in this,
[26:25] in this budget amendment.
[26:27] Because I just see the general election.
[26:30] Okay, increase general. Okay.
[26:32] So we're transferring.
[26:33] We're increasing the expense fund by moving money from the investment
[26:37] accounts to expense fund, paying, and then paying to like college.
[26:41] Got it. Perfect. Thank you.
[26:42] Which is based on best counting practices that's required by our
[26:45] for our standards.
[26:48] Yeah, and the department about it.
[26:50] This was all done.
[26:51] Actually, this money was transferred 12, 14 months ago,
[26:55] something like that.
[26:56] December.
[26:57] December.
[26:59] Perfect.
[27:04] Oh, yeah.
[27:06] Mr. Chairman, I move the board approved the following
[27:08] budget amendments for
[27:11] $2,025 through $2,026.
[27:16] Second.
[27:17] I move the second by his board to approve the following
[27:19] budget amendments for fiscal year 2025, 2026. Those favorite say aye.
[27:23] Aye. All right. Let's pose motion carries.
[27:26] So you need to give us $6.9 a number one more time please.
[27:35] $6.051,459 and 76 cents.
[27:43] Well, there's a more comment from the board to adjourn the meeting.