Hickman County TN

Righteousness exalteth a nation: but sin is a reproach to any people. Proverbs 14:34

County Commissioners · Meeting · Jun 26, 2023

Mon, Jun 26, 2023

The elected legislative body for Hickman County. Sets county policy, adopts the budget, and represents residents across the county’s districts.

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Outline

This outline was generated by an LLM from a transcript and may contain errors or inaccuracies. Prefer the original recording when available.

The commission’s main business was year-end fiscal action: adopting the 2023–24 tax levy with no property-tax increase, approving nonprofit appropriations after reductions, and passing the county’s overall budget on a 12–1 vote. It also approved multiple budget amendments, including FEMA-related and health-grant pass-throughs and transfer of new state sports gaming tax revenue to highway road projects. A separate policy change updated the commission’s rules to comply with new state public-comment and agenda-posting requirements, with debate focused on sign-up procedures, time limits, and whether paper copies would be provided at no charge.

Other notable threads included authorization for Solid Waste to apply for a $50,000 grant with a 30% local match for convenience-center work tied in part to the Egypt site move; a legislative update from the county attorney on ethics, official bonds, and open-meetings changes; acknowledgment of the annual debt-management-policy review required for three-star county status; and a report that the county’s HOME grant application was unsuccessful and would be retried next year.

Call to Order and routine business 12:45

  • 13:16 One absent; 13 present.
  • 14:32 Agenda approved without controversy.
  • 14:56 May 22, 2023 minutes approved without controversy.

Elections, Appointments, and Confirmations 15:30

Notaries 15:36

  • 15:44 Six notary appointments presented: Casey Dorton, Gene Horner, Corey Keene, Melissa Rainbolt, Crystal Thornton, and Hallie Watts.
  • 16:08 Motion and second to approve the full notary list; approved by voice vote.

Department / Official Reports

Audit Committee 16:48

  • 17:05 Audit committee minutes were in the packet.
  • 17:13 Report noted only one finding in the state review of the county financial system, and it was addressed in committee; no further action discussed on the floor.

County Mayor 17:31

  • 18:01 Annual review of the county’s debt management policy was presented as required for three-star county status.
  • 18:09 Because the county had not borrowed money, there was no cash-flow statement to review.
  • 18:24 Commission formally acknowledged receipt of the debt-management-policy review information; motion approved.

Solid Waste grant request 18:54

  • 18:54 Request for permission for Solid Waste to apply for a grant of up to $50,000 with a 30% county match, making the local share $15,000.
  • 19:10 Purpose described as improvements for transfer/convenience-center needs, especially related to the convenience center being moved to Egypt.
  • 19:51 Clarified that the motion was only to authorize seeking the grant, not to appropriate funds yet.
  • 20:08 Project timeline discussed: if awarded, funds would support a one-time installation/new convenience-center effort, with implementation deadline through September 2024.
  • 20:23 A separate oil grant was mentioned as 100% state funded, with an application deadline that Friday; urgency was cited because the grants were only learned of the previous Friday.
  • 21:00 Motion to let Solid Waste proceed with the application was approved by voice vote.
  • 21:16 Chair clarified no roll-call vote was needed because the body was only authorizing the application process; budget action would come later if funds were accepted.

County Attorney legislative update 21:26

  • 21:58 Packet included bullet-point summary of recent legislative changes affecting county government.
  • 22:05 New ethics provision requires the county to designate a point person for the ethics process and notify the state ethics commission before next January.
  • 22:32 Public Chapter 207 on official bonds was summarized:
    • 22:50 Shifts approval of county officials’ bonds from the county legislative body to the county mayor.
    • 23:05 Does not remove the commission’s authority to require bond amounts above the statutory minimum.
    • 23:13 Clarifies that proof of insurance used instead of a bond must be recorded with the Register of Deeds and filed with the County Clerk.
    • 23:22 Removes the requirement that the Register of Deeds maintain a special records book for bonds.
  • 23:30 Open Meetings changes in Chapter 213 were summarized:
    • 23:40 Legislative body agendas must be accessible to the public at least 48 hours before meetings.
    • 23:58 Requirement applies to the legislative body, not committees or non-legislative county entities for the agenda-posting portion.
  • 24:07 New public-comment requirement discussed in detail:
    • 24:24 Governing bodies must reserve time for public comment on matters germane to agenda items.
    • 24:41 Bodies may impose reasonable restrictions on length, number of speakers, and time per speaker.
    • 24:57 Bodies may require advance notice from speakers wishing to comment.
    • 25:04 Bodies must take practical steps to ensure opposing viewpoints are fairly represented.
    • 25:12 Meeting notices must explain how someone indicates a desire to comment.
    • 25:20 This public-comment requirement applies more broadly to committees and bodies like the planning commission and board of zoning appeals.
    • 25:27 Requirement applies to people physically present, not to remote comments through platforms like Facebook or Zoom.
  • 25:43–26:39 Commissioners asked whether the public-comment period would operate like a public hearing. Response: yes in the sense that the public may speak, but commissioners would not engage in debate or back-and-forth.
  • 26:47 A commissioner asked whether sign-up deadlines could be required before the meeting; counsel said yes, if the published process is reasonable.
  • 27:12 Clarified that comments are limited to items on the agenda.
  • 27:28 It was noted that a forthcoming resolution and rules revision, developed with Commissioner Thomasson, would implement these changes.

Committee Reports

Planning Commission 27:59

  • 28:06 No substantive floor discussion; chair noted planning matters were not before the commission.

Solid Waste Committee 28:06

  • 28:13 No additional questions from the floor beyond the earlier grant item.

Health, Safety, and Property 28:13

  • 28:24 Mention was made of prior minutes from the previous meeting and that copies were available for anyone who wanted to review them.

Finance Committee 28:51

  • 28:58 Motion made to approve the May 2023 financial summary.
  • 29:16 Roll-call vote approved the May financial summary 13–0 with 1 absent.

Budget Committee / Human Resources Committee 29:51

  • 30:00 Budget committee minutes were in the packet.
  • 30:00 Chair previewed three later budget resolutions covering the property tax rate, nonprofit funding, and the overall budget form for 2023–24.
  • 30:08 Also introduced monthly budget amendments; said five were routine cleanup items and four affected fund balance.
  • 30:32 Cleanup amendments were bundled by consent-style presentation without objection.
  • 30:40 Amendments 23.75, 23.79, 23.80, 23.81, and 23.83 were described as simple departmental cleanup items.
  • 31:02 Motion to approve those five cleanup amendments passed by roll call 13–0 with 1 absent.
  • 31:58 Amendments affecting fund balance, first group:
    • 32:08 Amendment 23.76: $8,640 FEMA grant payment to Helping Hands.
    • 32:18 Amendment 23.82: $16,300 grant payment from the Department of Health to the county health department.
    • 32:27 Motion to approve both passed 13–0 with 1 absent.
  • 33:10 Amendments affecting fund balance, second group:
    • 33:20 Amendment 23.77: county receiving $34,891.29 from the state sports gaming tax.
    • 33:28 Amendment 23.78: transfer of that same $34,891.29 to the highway department for road projects.
    • 33:37 Motion to approve both passed 13–0 with 1 absent.

Ag Extension Committee 34:47

  • 34:47 A report was noted; no floor discussion followed.

Economic and Community Development 35:08

  • 35:15 Minutes from the last meeting were in the packet.
  • 35:24 Update added to the mayor’s report: the county’s HOME grant application, filed through the South Central Tennessee Development District, was not awarded; the city’s application also did not receive funding.
  • 35:41 Office had received calls from residents asking about the result; applicants would remain on the list for the next cycle.
  • 35:49 County believed it scored competitively, but communities that had gone longer without awards may have had an advantage.
  • 36:19 In response to questions about scoring, county officials identified likely weak points:
    • 36:26 Need for better documentation of how many residents would use the grant.
    • 37:09 Need to show the value of owner or participant self-improvement/investment.
    • 37:35 Permit-fee scoring issue: because the county does not charge permit fees for such renovations, it could not claim points for waiving them as a local contribution.
  • 38:16 Plan is to try again in the next funding round.

Board of Zoning Appeals 38:25

  • 38:25 Reported that the board had met; no additional discussion.

Committee minutes incorporated into record 38:40

  • 38:48 Motion made to include all committee and board minutes into the commission’s overall minutes; approved by voice vote.

Schedule update 39:11

  • 39:11 Planning Commission was expected not to meet in July.

New Business / Agenda Items 39:29

2023–24 tax levy 39:37

  • 39:37 Resolution 23-18 set the Hickman County tax levy for the fiscal year beginning July 1, 2023.
  • 39:51 Sponsors identified as Commissioners Jordan and Moore.
  • 39:51–40:00 Key point stated on the floor: the budget uses no increase in property taxes this year.
  • 40:10 Resolution 23-18 passed by roll call 13–0 with 1 absent.

Nonprofit appropriations 40:39

  • 40:39 Resolution 23-19 appropriated funding to nonprofit charitable organizations for fiscal year 2023–24.
  • 41:02 Sponsor explanation said nonprofits received reductions, but the listed amounts reflected prior budget discussions and agreement.
  • 41:18 Resolution 23-19 passed by roll call 13–0 with 1 absent.

Overall county budget 41:43

  • 41:51 Resolution 23-20 made appropriations for the county’s various funds, departments, institutions, offices, and agencies for fiscal year 2023–24.
  • 42:14 Sponsors described it as the budget approved by the full budget committee.
  • 42:21 Discussion emphasized extensive review of expenditures and that “quite a bit” had been cut; one commissioner stated more could have been cut, signaling some disagreement even though the budget still moved forward.
  • 43:03 Resolution 23-20 passed 12–1 with 1 absent, the only split vote recorded in the meeting.

School district part-time employee insurance eligibility 43:12

  • 43:20 Resolution 23-21 approved adding school district employees working 25 hours or more per week to the state-sponsored insurance plan.
  • 43:35 Sponsor said the measure was intended to support part-time school workers such as cafeteria staff, bus drivers, and other support employees by giving access to retirement, health, and related benefits.
  • 43:52 Additional context from Director of Schools Michelle Gilbert:
    • 44:01 Approximately 90 part-time workers were on the books.
    • 44:01 Many already accessed benefits through other positions, such as teachers who also drive buses.
    • 44:09 School administration believed it already had the funds in its current approved budget to cover the expense.
  • 44:17 Supporters argued the measure recognizes the value of workers who help keep students fed, safe, and supported.
  • 44:40 Clarification question confirmed the resolution applied strictly to part-time school employees.
  • 44:59 Resolution 23-21 passed by roll call 13–0 with 1 absent.

Rules change for public comment and agenda access 45:25

  • 45:32 Resolution 23-22 modified the rules of the county legislative body.
  • 45:55 Sponsors explained the changes were narrowly targeted to comply with new law:
    • 46:04 Added a required public-comment period.
    • 46:12 Chair may specify operational details such as time and speaker handling.
    • 46:20 Public comment will function like a public hearing: speakers may address the body, but commissioners will not respond or debate.
    • 46:36 Public may speak only on issues appearing on that meeting’s agenda.
    • 46:52 No speaker may exceed 5 minutes.
    • 47:01 Entire public-comment period may not exceed 30 minutes.
    • 47:08 Chair must make agenda copies available to attendees at the meeting.
    • 47:17 Meeting materials would be available electronically on the county website before the meeting, and paper copies would be provided upon request.
  • 47:39 Sponsors said the rules were written to be specific enough to comply now, while allowing later adjustment if the process proved unworkable.
  • 48:05 Question raised about whether paper copies would be free; response was yes for now, with the caveat that large-volume requests might require revisiting the practice later.
  • 48:56 Question raised about whether the rule included a sign-up cutoff time for speakers; answer was no, not yet.
  • 49:13 Chair said the initial plan was an in-person sign-up sheet and a practical start with “guard rails,” with possible tightening later if the process became burdensome.
  • 50:15 Resolution 23-22 passed 13–0 with 1 absent.

Adjournment 50:24

  • 50:24 Motion to adjourn; meeting ended without further business.

Key figures and statistics

Figure Type Context / topic Timestamp
1:04 Timestamp marker Music/opening before formal meeting business 1:04
13 Attendance Commissioners present 13:16
1 Attendance Commissioner absent 13:16
6 Count Notary appointments approved 15:44
1 Audit finding Number of audit findings reported as addressed 17:13
$50,000 Grant Solid Waste grant opportunity for convenience-center/transfer-station work 18:54
30% Match rate Required local match for Solid Waste grant 19:01
$15,000 Local match County share if full Solid Waste grant is awarded 19:01
September 2024 Deadline Time by which Solid Waste grant funds would need to be used 20:16
100% Funding rate State-funded oil grant mentioned by Solid Waste 20:23
Friday Deadline Oil grant application deadline mentioned as urgent 20:31
48 hours Notice period Minimum advance public accessibility for legislative agendas 23:49
20 minutes Time example Example offered for possible public-comment period length 26:06
30 minutes Time example Example offered for possible public-comment period length 26:14
May 2023 Reporting period Financial summary approved 28:58
13–0 Vote Approval of May financial summary 29:16
2023–24 Fiscal year Budget committee planning period referenced 30:00
3 Count Main budget resolutions to be considered later 30:00
5 Count Cleanup budget amendments 30:15
4 Count Budget amendments affecting fund balance 30:15
23.75 Amendment number Cleanup budget amendment approved 30:40
23.79 Amendment number Cleanup budget amendment approved 30:40
23.80 Amendment number Cleanup budget amendment approved 30:49
23.81 Amendment number Cleanup budget amendment approved 30:49
23.83 Amendment number Cleanup budget amendment approved 31:02
13–0 Vote Approval of cleanup budget amendments 31:16
$8,640 Grant payment FEMA payment to Helping Hands under amendment 23.76 32:08
23.76 Amendment number FEMA grant payment amendment 31:58
$16,300 Grant payment Department of Health payment to county health department under amendment 23.82 32:18
23.82 Amendment number Health grant payment amendment 31:58
13–0 Vote Approval of amendments 23.76 and 23.82 32:35
23.77 Amendment number Sports gaming tax receipt amendment 33:10
$34,891.29 Revenue State sports gaming tax received by county 33:20
23.78 Amendment number Transfer of sports gaming tax funds to highway department 33:10
$34,891.29 Transfer Same sports gaming tax amount moved to highway road projects 33:28
13–0 Vote Approval of amendments 23.77 and 23.78 33:37
July Schedule Planning Commission expected not to meet in July 39:11
23-18 Resolution number Tax levy resolution 39:37
July 1, 2023 Effective date Start of tax-levy fiscal year 39:43
2023 Year Property-tax levy fiscal year start 39:43
13–0 Vote Approval of tax levy resolution 23-18 40:10
23-19 Resolution number Nonprofit appropriations resolution 40:39
July 1, 2023 Effective date Start of nonprofit appropriation year 40:47
June 30, 2024 End date End of nonprofit appropriation year 40:47
13–0 Vote Approval of nonprofit appropriations resolution 23-19 41:18
23-20 Resolution number Overall budget appropriations resolution 41:43
July 1, 2023 Effective date Start of county budget fiscal year 41:58
June 30, 2024 End date End of county budget fiscal year 41:58
12–1 Vote Approval of overall county budget resolution 23-20 43:03
23-21 Resolution number School part-time employee insurance resolution 43:12
25 hours Work threshold Minimum weekly hours for school employees to qualify for state-sponsored insurance 43:20
90 Employee count Approximate part-time school employees on the books 44:01
13–0 Vote Approval of school employee insurance resolution 23-21 44:59
23-22 Resolution number Rules modification/public-comment resolution 45:32
5 minutes Speaking limit Maximum time per speaker during public comment 46:52
30 minutes Speaking limit Maximum total length of public-comment period 47:01
500 Hypothetical volume Example of large paper-copy demand that could force rule changes 48:21
13–0 Vote Approval of rules modification resolution 23-22 50:15

External vendors, brands, and software

Name Type Context / topic Timestamp
South Central Tennessee Development District Company Assisted with the county’s unsuccessful HOME grant application 35:24
Facebook Software Mentioned as an example of remote participation not covered by in-person public-comment law 25:27
Zoom Software Mentioned as an example of remote participation not covered by in-person public-comment law 25:27

Personnel changes

| Name | Role / office | Change | Context / topic | Timestamp | |---|---|---|---| | Casey Dorton | Notary applicant | Appointed | Approved as notary by commission vote | 15:44 | | Gene Horner | Notary applicant | Appointed | Approved as notary by commission vote | 15:44 | | Corey Keene | Notary applicant | Appointed | Approved as notary by commission vote | 15:44 | | Melissa Rainbolt | Notary applicant | Appointed | Approved as notary by commission vote | 15:44 | | Crystal Thornton | Notary applicant | Appointed | Approved as notary by commission vote | 15:44 | | Hallie Watts | Notary applicant | Appointed | Approved as notary by commission vote | 15:44 |

Laws and policies

| Citation / name | Level | Type | Context / topic | Timestamp | |---|---|---|---| | debt management policy | County | Policy | Annual review acknowledged as required for three-star county status | 18:01 | | Public Chapter 207 | State | Law | Official-bond changes shifting approval duty from commission to county mayor and clarifying filing requirements | 22:32 | | Open Meetings Act / Chapter 213 changes | State | Law | New requirement to make legislative agendas accessible at least 48 hours before meetings | 23:30 | | public-comment requirement for governing bodies | State | Law | New state requirement that public bodies reserve time for comment on agenda items and may impose reasonable restrictions | 24:24 | | Resolution 23-18 | County | Resolution | Annual tax levy for fiscal year beginning July 1, 2023; no property-tax increase | 39:37 | | Resolution 23-19 | County | Resolution | Appropriations to nonprofit charitable organizations for fiscal year 2023–24 | 40:39 | | Resolution 23-20 | County | Resolution | Overall county appropriations and budget for fiscal year 2023–24 | 41:43 | | Resolution 23-21 | County | Resolution | Added school district employees working 25 hours or more to state-sponsored insurance eligibility | 43:12 | | Resolution 23-22 | County | Resolution | Modified legislative-body rules to add public comment and agenda/material access provisions | 45:32 | | Rule 3, Section D | County | Rule | Added reserved public-comment period to legislative-body meeting rules | 47:01 | | Rule 4-1 | County | Rule | Changed agenda/material availability and paper-copy access provisions | 47:17 |

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