December 30, 2020 - The Shelby County Commissioners were presented with good news from the Shelby County Auditor and Treasurer during their December 16, 2020 meeting relating to over $900,000 in Coronavirus Relief funds.
Ann Blackwell, County Treasurer, addressed the court about Judge Allison Harbison's initial request of the Texas Department of Emergency Management (TDEM) Coronavirus Relief Fund for assistance of which was allotted $905,685.
"We didn't know how to spend it, how to report it we just weren't getting any information," said Blackwell.
She explained there was not guidance on how the funds could be used. She and Clint Porterfield, County Auditor, made efforts to research requirements; however, to no avail.
The county initially received an advance of $181,137 and Blackwell said it was a struggle to even spend any of those funds.
"That's when you guys decided to give the schools, grant the schools a portion of that. $20,000 to Center ISD, $10,000 to Joaquin, Tenaha, Timpson and Shelbyville and then $5,000 to Excelsior and Center Christian Academy," said Blackwell. "Of course the schools were excited because they thought they were going to be able to use it for distance learning for laptops."
Blackwell said Porterfield began to see information about a 75%-25% rule, which was all unknown at the time of the grant to the schools. Blackwell said she tried diligently to get in touch with the District TDEM and information was finally received which related to the 75%-25% rule, and six categories on which the money could be spent.
75% was required to be spent in the first three categories including medical expenses, public health expenses, or payroll expenses for public safety, public health, healthcare human services and similar employees whose services were substantially dedicated.
"The distance learning stuff was on down the line, so there's no way we could have let them spend that money on distance learning, because we hadn't spent our portion to be in compliance," said Blackwell.
A phone call was received by Blackwell on September 16 from TDEM describing new clarification of substantially dedicated employees. In that referenced material was the inclusion of police officers, sheriff's, deputy sheriff's, fire fighters, emergency medical responders, correctional and detention officers, and those directly in support of such employees including dispatchers, and supervisory personnel.
Blackwell and Porterfield put a great deal of time and effort into gathering the needed information to apply to the payrolls of "substantially dedicated employees" to the Coronavirus Relief Fund. Those included the payroll of Sheriff's Department deputies, dispatchers, and jailers from March 2020.
An application for $905,685 was submitted and Blackwell shared the county has gotten that money.
Porterfield commended Blackwell on being instrumental in communicating with TDEM, gathering information and filing the claim. He remarked, the September 15 change in criteria that was done by the TDEM was a game changer and he referenced wording which was used in the Q&A section of the TDEM website in an answer given by TDEM. The wording was as follows, "As a matter of convenience, in light of the emergency nature of this program a jurisdiction may presume that payroll costs for public health and public safety employees are payments for services substantially dedicated.
"At that point when that determination was made, we were 14 payrolls since March that needed to be recapped and submitted just to get us to the $900,000 level," said Porterfield. "So as I would recap the payroll from the Sheriff's Office, the payroll registers and the time sheets prepare the cover pages, I would send those to Ann and [she] would start submitting them."
The county received an original 20% payment from TDEM, as they had already been purchasing disinfectant and PPE equipment, as well as infrared metal detectors included in the expense claims. When payrolls were being submitted, Porterfield related how surprising it was for the payments to start coming in from TDEM.
"That was late September when we started this process. October 31 our first three payrolls were approved, which covered our requirement of the whole entire $181,000 we initially received, so at that point we had met the 75% requirement that we needed to spend our money," said Porterfield. "That just freed up everything, that freed up whatever we want to do."
Two more payrolls of around $65,000 were approved and received December 2 and on December 7 seven more payrolls were approved bringing in an additional $466,000. As of the day of the meeting, two more payrolls had been posted to the Comptroller's website indicating another $127,000.
Porterfield stated the money is in Fund 44 which is Shelby County's Coronavirus Relief Fund, and the bulk of those funds have been moved into the money market for investment, with around $15,000 remaining in the cash balance.
"I would say to the court that in light of the fact that we don't know where this pandemic is going, we do not know what a new presidential administration will bring us, we don't know what our hospital active rates will be and as far as our percentage of opening and closing of our economy," said Porterfield. "I would just hope the court would think about leaving this money in this fund until such time that we see that this pandemic has been mitigated. So we are in a perfect position to do what we need to as a county to mitigate the coronavirus."
Porterfield informed the commissioners 96% of the money was obtained through the payroll of the Sheriff's Department.
"As you know, usually when we have a grant which is reimbursable, that reimbursable money goes back to the department that got the money into their line item. We've done that many times with different funds and different departments," said Porterfield.
Porterfield suggested if the money is at some point available for other use, he said he hopes the court will consider in the future the money being a stimulus boost for the county's jail facility.
"I just want to congratulate us on being succesful in obtaining this money for the county," said Porterfield.
Judge Harbison confirmed with Blackwell all of the schools have received their funding. She also expressed appreciation to Blackwell and Porterfield for working to get the coronavirus relief funding.
Maria Sanchez with Family Crisis Center spoke with the court about human trafficking awareness month.
"Human trafficking is something that is happening everywhere. I know that a lot of people think that it's something that's just an international problem, it happens in big cities, but it happens in rural communities too, and we are seeing human trafficking survivors," said Sanchez.
A motion carried by the commissioners to approve a proclamation declaring January Human Trafficking Awareness month.
Judge Harbison and Commissioners gave a special recognition to outgoing Commissioner for Precinct 3 Charles Barr.
"When I was sick last year, and I was pretty much out most of the year and these guys stepped up and just supported me and did a whole lot," said Judge Harbison.
She thanked the commissioners for handling projects that needed to be taken care of during her absence.
"He always did it with a smile and a Christian prayer in his heart. I mean, never once have I asked him to do anything that he looked at me like, 'what?' It's always, 'well yeah, let's see what we can do," said Harbison.
Tom Bellmyer, Commissioner Precinct 4, remarked about the comradery he has experienced with Barr during his time as a commissioner.
"When I took office Charles was halfway through his first term, and Charles kind of took me under his wing and sort of told me how the machine worked and how government, how the process is and who to contact and Charles was the guy I could pick up the phone and call him," said Bellmyer.
Bellmyer just expressed how much he has been able to rely on Barr and a friendship has sprung forth from their time working together which he looks forward to continuing that friendship.
Barr shared he has heard horror stories at trainings elected officials have to attend about commissioners and judges fighting amongst one another and how Shelby County hasn't had that during his time and everybody works well together.
"I've enjoyed working with Charles, I've known Charles all my life, mostly. He has been an inspiration to me in his Christian values and the way he conducts himself. How he can be upset, but you won't know it, and how he really has just influenced my life at this age is kind of striking," said Roscoe McSwain, Commissioner 1. "I appreciated working with him, and he's got the utmost integrity."
The meeting was adjourned at 10:12am.
Agenda items approved during the meeting include: 1. Pay weekly expenses. 2. Current Payroll 3. In-kind donation of Holiday Decorations from White Cottage Mercantile. 4. Commissioner Pct. 4 to take bids on Kobelco Excavator. 5. Proclamation Declaring January “Human Trafficking Awareness” Month. 6. Bonds for upcoming elected officials - Roscoe McSwain, Stevie Smith, Zach Warr, Jamie Hagler, Roy Cheatwood, Josh Tipton 7. Lease purchase agreement between First National Bank DBA First National Bank Leasing and Shelby County for the purchase of a motor grader for $205,585 for Precinct 2 with a $100,000 down payment out of Precinct 2 2020 budget. 8. Adjourn.
