Courthouse renovations, updating employee sick leave policy, and bill payment at the sheriff ’s office were primary topics at the Shelby County Commissioners’ Court meeting Wednesday, Jan. 24.
The court approved soliciting bids for planned renovations of the courthouse community room into a county courtroom, additional office space, and updating the kitchen.
Shelby County Judge Allison Harbison said she, Comm. Pct. 4 Tom Bellmyer, and County Treasurer Ann Blackwell had revised the plan introduced at the last meeting.
“I’ve got you all a list of things we need to do and then additional work we want to do,” said Harbison. Revisions included a hall in the middle of the area discussed with three 10’ by 10’ offices on the outside wall, leaving the other side open and moving a door in the kitchen area.
Other revisions noted for safety included changing the foyer to gain space and putting plexiglass in the atrium area.
“And if you look on the additional work (things that could be done later),” said Harbison, I’d love to do the flooring throughout the second floor so it would all work like a complete job.”
Bellmyer expressed his approval of the overall plan.
“I think it’s a great idea,” said Roscoe McSwain, Commissioner, Pct. 1.
Clint Porterfield, County Auditor, reminded the court that the original plan was to fund the project with Local Assistance and Tribal Contingency Funds (LATCF). But he cautioned against too many details in the plan until the county was sure it would have the money available for the project. He suggested requesting quotes to get an idea of the total cost before determining funding sources.
“I hate for us to overload the project with a quote on everything and then realize we can’t do everything,” concluded Porterfield.
The court also approved a contract with TAC for the county’s email and website hosting services. According to Porterfield, there were only “a couple of changes” from the previous contract and an increase from 80 to 120 email accounts. “The only other change I could tell in the contract is (listing) our email administrators, which are myself, the treasurer, and Leah Chase at the (sheriff ’s office),” he said.
The court also considered an agriculture, grazing, and hunting lease on property owned by Shelby County, located in Garza County. Steven Hill leases the property and has asked the county for a release as of April 1, 2024.
Harbison told the court that Hill’s neighbor, Miles Underwood, wanted to assume the lease for his cattle operations. “This gentleman leases property all around our property, and he’s very interested in carrying on the lease,” Harbison said.
County Attorney John Price said that was an option with two more years on the lease, or a new lease could be prepared.
After discussion, Harbison said the item was for discussion only and could be placed on the agenda for future action.
Discussion on updating the employee sick leave policy included eligibility to donate and receive sick leave hours from the county’s sick pool and administration of the program. Plans from neighboring counties for consideration were also discussed.
McSwain said he favored sick leave administered through the court and executive session (as currently done) and not one appointed person.
Harbison agreed. “And, whatever decision, we’ll definitely need an HR person involved too,” she said.
“In regards to the HR actual decision … that really needs to be done in an executive session,” said Porterfield. After review, the “discussion only” item was tabled.
During the review of the weekly expenses, Bellmyer questioned one item. “The 4C Electrical under the sheriff ’s department. Did they have an electrical issue come up today,” he inquired.
Blackwell said it noted only “change out light fixtures.”
Porterfield said the invoice, submitted earlier, was sent back to the sheriff ’s office with a request to have the invoice signed and approved and ‘a request that you order the work.’ Since this was over $5,000, it qualifies as an asset purchase, for depreciation purposes … we’re not repairing a light, we’re replacing it,” he said.
Porterfield said a response that 44 light fixtures were replaced was received, adding that he did not know who ordered the work or who approved it. He also pointed out that the county was obligated to honor the invoice since the work had already been performed.
“We have work that has been done and we owe the vendor $5,800,” he said.
Bellmyer agreed the court owed the bill. “It’s just that our sheriff ’s department didn’t follow through the process of spending that kind of money on the building.”
McSwain also questioned the way the sheriff ’s department handled the transaction. “And we would’ve been glad to do (the work) if they were listed on the agenda. It would’ve all been out in the open.”
Harbison added, “And then when the bill came in November, we would have known what it was. Instead of here three months later, we still owe.”
And they have not received their money because we didn’t know what it was,” Blackwell commented.
“Who ordered it? Did (the sheriff ’s office) ever say?” Harbison asked. “No, ma’am,” Porterfield replied.
Porterfield, in reply to a question by Jimmy Lout, Commissioner, Pct. 2, added, “In our external audit, there’s a section in there concerning fixed assets. And, I guess, at some point, a $5,000 amount was determined to be the determining factor as to whether an asset is set up or not. This is going to be depreciated over five years, but the cost is immediate.”
The Shelby County Commissioners Court meets on Wednesday mornings in the Shelby County Courthouse.