Budget Committee Special Called Meeting Minutes. August 17, :00 am

Transcription

1 Budget Committee Special Called Meeting Minutes August 17, :00 am Committee members attending: Chairman Joe Grandy, Commissioners Rick Storey, Todd Hensley, Mark Larkey and Dr. Paul Stanton Committee members absent: Mayor Dan Eldridge Others in attendance: Commissioners Tom Krieger and Lynn Hodge, Director of Finance Mitch Meredith, Staff Attorney Brett Mayes, Director of Schools Kimber Halliburton, Jennifer Moore, Phillip Patrick, Sherry Greene, Gary Gray Johnson City Press, Lee Owens WCYB News 5 The meeting was called to order by Chairman Grandy and opened in prayer by Commissioner Krieger. Items discussed: Item 1 Chairman Grandy presented resolution # to the Committee as well as the Architects schedule for construction of a new Boones Creek K-8. Upon review of the Architects schedule, it was necessary to hold this special called meeting in order to address the urgency needed in approving this resolution and allowing the Architects schedule to progress. Per the Architects schedule, design work should commence September Chairman Grandy stated the School Board had identified a site, for the new Boones Creek K-8, located on Highland Church Road. This resolution will give the Mayor the authorization to negotiate and develop a contract with the property owner. Chairman Grandy stated the resolution should also address funding for the land acquisition. Director Meredith presented to the Committee proposed Capital Projects Fund line item adjustments to allow the cost of land acquisition to be funded with cash. These line item budget adjustments should be incorporated into resolution # (see attachment) After brief discussion, Commissioner Larkey made a motion to approve resolution amended to include line item adjustments to the Capital Projects Fund, as presented by Director Meredith. Motion was seconded by Commissioner Storey. Motion carried. Director Meredith stated the School Board had adopted the idea of establishing a Joint Capital Projects Finance Committee, between the School Board and the County Commission, to collaborate, plan and manage projects involving Capital expenditures for the Schools. The Committee would be 3-4 members from the School Board and 3-4 members from the County Commission. Director Halliburton agreed and stated School Board appointees may be elected at their September 1 st meeting. Chairman Grandy stated Commission appointees will be chosen at the September 14 th Budget Committee meeting. Commissioner Storey asked if the Boones Creek K-8 site could be clarified and attached to this resolution. Chairman Grandy stated a condensed version of the site map will be provided to the full Commission. 1

2 For informational purposes, Director Meredith distributed a Budget Amendment Procedures handout and the 4 th quarter FY16 unaudited financials. These items will be discussed at the September 14 th Budget Committee meeting. Seeing no further business, meeting was adjourned at 9:30am. Attachments: Resolution # Architects Schedule for Boones Creek K-8 Capital Projects Fund Line Item Budget Adjustment for BC K-8 land Action items: Resolution # to be considered by full Commission at their August 22 nd meeting. Respectfully submitted by Sherry Greene. 2

3 Architects Schedule for Boones Creek K-8 August 2016 County Commission authorization to enter agreement for property acquisition September 2016 Commence Design February 2017 Complete Design March 2017 State review and permitting April 2017 Bid Award May 2017 Close on property Start Construction May 2019 Complete Construction June - July 2019 Install Owners FF&E August 2019 Open School

4

5 Resolution No Page 1 of 3 Originating Committee: Budget Committee Additional Approving Committee: WASHINGTON COUNTY, TENNESSEE BOARD OF COUNTY COMMISSIONERS RESOLUTION No RESOLUTION AMENDING FISCAL YEAR BUDGET AND AUTHORIZING THE COUNTY MAYOR TO ENTER INTO A PURCHASE AGREEMENT FOR REAL PROPERTY RE: THE WASHINGTON COUNTY BOARD OF EDUCATION S PROPOSAL FOR A NEW BOONES CREEK K-8 SCHOOL WHEREAS, on May 20, 2016, Washington County, Tennessee and George Alex Williams, II executed an Option to Purchase Real Estate Agreement (the Option ) regarding a certain fifty-six (56) acre portion of a tract located in the 11 th Civil District being described more particularly as Map 036, Parcel (the Property ), which provided Washington County with the right to enter the property described therein and carry out geotechnical surveys, environmental studies, subsurface investigations and any other preliminary investigative work regarding the property deemed necessary by Washington County; and WHERAS, the Washington County Board of Education considered and recommended the purchase of the Property in order to construct a new K-8 school for the replacement of Boones Creek Elementary School and Boones Creek Middle School at its August 10, 2016 meeting; and WHEREAS, the design and construction timeline allowing for the completion of the news Boones Creek K-8 school prior to the start of the 2019 school year is such that immediate commencement of project design services is required, thereby necessitating the County Mayor to enter into an agreement for the purchase of a minimum of twenty (20) acres but up to fifty-six (56) acres of the Property for an amount not to exceed $35,000 per acre and a total purchase price not to exceed $1,875, for the purpose of providing the Board of Education with a site for the new school; and WHEREAS, the Washington County Board of County Commissioners has previously approved Resolution No authorizing the expenditure of $600, for the initial architecture and engineering design of a new Boones Creek K-8 school; and WHEREAS, the County Mayor requests the following amendments to Fiscal Year Budget : 1. Reduce $250, from expense line item (General Administration Projects Building Improvements); 2. Reduce $21, from expense line item (Public Safety Projects Building Improvements);

6 Originating Committee: Budget Committee Additional Approving Committee: 3. Reduce $33, from expense line item (Public Safety Projects Other Capital Outlay); 4. Reduce $253, from expense line item (Other General Government Projects Site Development); 5. Reduce $600, from expense line item (Other General Government Projects Other Capital Outlay); 6. Reduce $716, from expense line item (Education Capital Projects Transportation Equipment); 7. Add $1,875, to expense line item (Education Capital Projects Land); and WHEREAS, the Budget Committee recommended consideration and approval of this request to the Board of County Commissioners at its August 17, 2016 meeting; now therefore BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF WASHINGTON COUNTY, TENNESSEE THAT: SECTION 1. The County Mayor is authorized to negotiate and enter into an agreement for the purchase of a minimum of twenty (20) acres but up to fifty-six (56) acres of the Property for an amount not to exceed $35,000 per acre and a total purchase price not to exceed $1,875, for the purpose of providing the Board of Education with a site for the new Boones Creek K-8 school, the terms thereof subject to review and approval by the County Attorney s Office. SECTION 2. Fiscal Year Budget is amended to: 1. Reduce $250, from expense line item (General Administration Projects Building Improvements). 2. Reduce $21, from expense line item (Public Safety Projects Building Improvements). 3. Reduce $33, from expense line item (Public Safety Projects Other Capital Outlay). 4. Reduce $253, from expense line item (Other General Government Projects Site Development). 5. Reduce $600, from expense line item (Other General Government Projects Other Capital Outlay). Resolution No Page 2 of 3

7 Originating Committee: Budget Committee Additional Approving Committee: 6. Reduce $716, from expense line item (Education Capital Projects Transportation Equipment). 7. Add $1,875, to expense line item (Education Capital Projects Land). SECTION 3. This Resolution shall take effect from and after the date on which it is approved by the County Mayor or as indicated by certification of the County Clerk, as hereinafter set forth. Introduced by Commissioner: Seconded by Commissioner: Commissioners Voting FOR: Commissioners Voting AGAINST: Commissioners Abstaining: Commissioners Absent: ADOPTED BY THE COUNTY LEGISLATIVE BODY, in session duly assembled, on this the 22 nd day of August, KATHY STOREY, County Clerk GREG MATHERLY, Chair of the Board REFERRED to County Mayor this the day of KATHY STOREY, County Clerk APPROVED by County Mayor on this the day of DANIEL J. ELDRIDGE, County Mayor The County Mayor having declined to approve this Resolution, the same became effective on the day of 2016, pursuant to Tennessee Code Annotated (b)(5). KATHY STOREY, County Clerk Approved as to form by the County Attorney this day of THOMAS J. SEELEY III, County Attorney Resolution No Page 3 of 3

8

9