December 29, 2023 - The Shelby County Commissioners Court held a special meeting on December 20, 2023 in the Shelby County Courthouse and discuss several financial challenges.
Paying weekly expenses was the first item on the agenda. County Treasurer Ann Blackwell drew the courts attention to the county receiving a last minute grant from the Texas Forest Service which has a deadline of having a report of all payments and receipts turned in by Friday, December 29. The notice of the $205,000 grant funds being available was received last Wednesday evening, December 13. As soon as the notice was given, the commissioners proceeded with using the funds to buy and haul gravel. The current bills ready for payment for Precinct 2 is with Timberwulf Lake Works for $102,303.68 and for Precinct 3 is with Texas Materials for $55,000.
A second item Blackwell wanted to bring to the courts attention was regarding the invoice for the Master Plan for the Historic Courthouse. The plan had been approved to be paid out of contingency, however, the contingency account has been overextended. The current invoice is for $22,500 which is 25% of the total $90,000. The invoice is due January 10, 2024. Blackwell made a suggestion of considering paying the master plan out of L.A.T.C.F. or A.R.P.A. funds.
County Auditor Clint Porterfield gave a run down of the bills which have recently come out of the contingency account, "So let me just tell you what's in there and what's pending. As you know, we had three constable trucks that we outfitted, and I will tell you as of today we've spent about $28,000 on outfitting those three trucks which is I think to be expected because we, for insurance purposes, usually add anywhere from $6,000 to $10,000 to vehicles." He continued, "We paid some past due invoices to Motorola for the Sheriff's Department - that was $43,000. Then we plugged in the $90,000 for the master plan." Porterfield then added an additional pending purchase of a vehicle for Constable 4 which would be $65,000 or more as well as an upcoming commitment of $910,000 for the obligation of the Emergency Water Shed Program. The county does have $900,000 set aside in two other accounts but will need to find $10,000 for the remaining balance. With current obligations he explained the contingency account has a deficit of about $22,000 which isn't including the Master Plan for the Historic Courthouse or the remaining $10,000 for the Emergency Water Shed Program.
Porterfield referred back to Blackwell on her suggestions of where the master plan may be paid. After some discussion, the court decided to hold off on the master plan payment until it can be research to see if it can be paid from either L.A.T.C.F. or A.R.P.A. funds.
Discussion returned to the Texas Forest Service Grant. A motion was made to pay weekly expenses in addition to the invoices for the gravel associated with the grant as well as any further invoices connected to the grant and not pay the H.R.T.C. (master plan for the Historic Courthouse). The motion was approved.
Commissioner Precinct 4 Tom Bellmyer reminded everyone that County Road 4356 will be closed for bridge work and will reopen January 8th.
The commissioners then discussed the use of A.R.P.A. funds for the purchase of a pug mill for county-wide road and bridge maintenance. Blackwell is scheduled to meet with the A.R.P.A. representative on Thursday, December 21. Commissioner Precinct 1 Roscoe McSwain said, "Today, I'm looking for approval to move forward with Grant works to go out for bids for a pug mill system for the county... Precinct 1 and 2 has always had the pug mill the last 12-13 years. I want to move towards buying a pug mill system that the county owns as a whole. It's not a precinct owned piece of equipment - its to benefit the whole county. I think it is a good opportunity for us to do it. The mill our precincts purchased 12-13 years ago is getting old. Things are going to keep happening to it as we go along and down time. And now that we are trying to make oil for the entire county instead of just our precincts [1 and 2] we don't have much down time because we have that four month window to make the product and we need a machine that's working."
The new pug mill would be all electric and not a hydraulic machine. A motion was made and approved to move forward with going out for bids pending approval from Grant Works.
The court discussed and voted to table the purchase agreement of Tasers for the Sheriff's Department and Constables and instead to seek bids due to the total being over $50,000. During discussion it was mentioned the county may be able to apply for Law Enforcement Senate Bill 22 Grant - which provides financial assistance to qualified sheriff's offices and prosecutor's offices in rural counties. Discussion also included looking into buy boards being an option as well as investigating options on how to pay for the taser.
The court entered into executive session at 10:42am and entered back into open session at 12:15pm.
Shelby County Judge Allison Harbison said, "The first issue that we discussed was a breeding sow that was picked by an estray officer. We are going to, I think, I need a motion to pay that person $500 for their breeding sow and they are going to sign a release with the county attorney." A motion was made and approved.
The second item discussed in executive session was the condemnation of 2.5 acres in Precinct 4, property #11045. The motion was made and approved.
Following the two items approved after executive session, the meeting adjourned with the next meeting being held on Friday, December 29, 2023.
Agenda items approved during the meeting include: 1. Approved to pay weekly expenses including invoices connected to Texas Forest Service Grant and not to pay $22,500 invoice for Master Plan for Historic Courthouse. 3. Approved to pay current Payroll. 5. Approved moving forward with seeking bids for the purchase of a pug mill for county-wide road and bridge maintenance. 7. Approve transferring 2024 Worker's Compensation Insurance Policy to Texas Association of Counties due to a $6,000 saving. 11. Approved paying $500 for a breeding sow. 11. Approved condemnation of 2.5 acres in Precinct 4, property #11045. Items tabled during the meeting included: 8. Purchase Agreement of Tasers for the Sheriff’s Department and Constables.
