Council Budget Hearings – Register of Deeds May 8, 2017

Council Budget Hearings – Register of Deeds May 8, 2017


>>FOR INTERNAL SERVICE FEES. ALTHOUGH WHICH ARE INCREASED IN THE I.T.S. CHARGES. IN ADDITION WE HAVE A DECREASE IN THE COMPUTER FUND TO BRING THE BALANCE TO ACTUAL. THESE ARE THE CHANGES WE HAVE IN OUR BUDGET FOR THE YEAR. TO KEEP YOU UP-TO-DATE, DECEMBER LAST YEAR, 1.5 MILLION TO METRO. WE LOOKED TO MAYBE GO OVER BUDGET. WE KNOW WE’LL HIT OUR BUDGET OF 2,000,000 THIS YEAR OF WHICH WE ARE AT 916,000. WE ARE HAVING A REALLY GOOD YEAR. I WOULD LIKE TO TAKE A MOMENT TO LET YOU ALL KNOW WHAT WE HAVE BEEN GOING THROUGH IN OUR OFFICE. THE FIRST OF THE — THIS PHYSICAL YEAR WE WENT THROUGH MANAGEMENT SYSTEM. IT WAS — I TELL YOU, METRO HAS ONE OF THE BEST RFP PROCESSES. THIS IS MY FIRST, SO I WAS REALLY HAPPY. WE WORKED WITH GREAT PEOPLE THROUGH METRO. WE AWARDED THE CONTRACT IN DECEMBER TO BUSINESS INFORMATION SYSTEMS. THEY ARE A TENNESSEE COMPANY FROM PINEY FLATS. THEY ALSO SERVE AS OUR COUNTY CLERK’S OFFICE AND SEVERAL OTHER COUNTY REGISTERS IN THE STATE OF TENNESSEE. THE SYSTEM IS PAID FOR OUT OF OUR COMPUTER FUND. WE HAVE A $2 CHARGE FOR EACH DOCUMENT RECORDED IN OUR OFFICE. 8-21-1001 SECTION D. WE EXPECT THE SOFTWARE WE PROVIDE AN IMPROVED SERVICE TO THOSE IN OUR PROPERTY RECORDS INDUSTRY ALONG WITH THE CITIZENS OF DAVIDSON COUNTY. WE ARE IN THE DEVELOPMENT AND TRAINING STAGES OF THE IMPLEMENTATION, AND WE HOPE TO GO LIVE BEGINNING OF THE FISCAL YEAR ’18. IF ANYONE HAS QUESTIONS?>>THANK YOU, REGISTER AND FOR BEING HERE. SEEING NO ONE IN THE CUE, THE $2,000 FOR BRIDGE STONE ARENA, CAN YOU ELABORATE ON THAT? IT SEEMS TOO SMALL. HOW IS IT THAT IT’S $2,000?>>THE NUMBER IS CALCULATED BY THEM. IT’S USUALLY BEEN 20,000 OR 2400, SOMETHING LIKE THAT A YEAR. HOW MANY SQUARE FEET IS INVOLVED IN THE SPACE?>>I’M NOT SURE OF THE SQUARE FOOTAGE. I HAVE TO GET THAT TO YOU.>>THANK YOU. WE’LL PUT THAT ON THE LIST OF OTHER INFORMATION. COUNCIL MAN SCHULMAN.>>THE RENT INCREASE IS AN INCREASE IN THE RENT. THAT’S WHAT I WAS TRYING TO FIGURE OUT. IT’S $2,000. THE QUESTION IS, DO YOU KNOW HOW MUCH YOU PAY NOW PER YEAR?>>IT’S ABOUT $10,000.>>THAT’S FOR THE SPACE AT BRIDGE STONE.>>YES, IT’S FOR THE SPACE AT BRIDGE STONE. IT INCLUDES SECURITY AND UTILITIES FOR THAT SPACE.>>THE RENT INCREASE IS BECAUSE BRIDGE STONE IS CHARGING US MORE? IS THAT WHAT’S GOING ON? ON THE INDUSTRY AVERAGE. WE GET IT FROM THE SPORTS AUTHORITY.>>WERE WE EXPECTING THAT?>>YES. THEN THE OTHER QUESTION, AND THIS SHOWS WE DON’T LOOK AT THIS. WHERE ARE YOUR COSTS?>>WE PAY FOR OUR SALARY INFRINGES OUTSIDE THROUGH THE EK SAYS ACCOUNT AND ANY LEFT COMES TO METRO TWICE A YEAR. SO YOU HAVE NO PERSONNEL COSTS?>>THAT’S CORRECT. SO FEES COME FROM FILING FEES AND THINGS LIKE THAT?>>YES.>>MY QUESTION IS, WHY WOULDN’T IT SHOW UP IN THE BUDGET?>>THIS MAY BE A BETTER QUESTION FOR THE FINANCE DIRECTOR. I CAN’T REMEMBER. I’M LOOKING AT THE PERSONNEL. IT’S NOT THERE. WHY WOULDN’T IT SHOW UP IN A SPECIAL PURPOSE FUND OR SOMETHING? IT SHOWS UP AFTER THE AUDITOR COMES IN EVERY YEAR. THEY DO A BUDGET ADJUSTMENT END OF THE YEAR TO PUT OUR SALARY INFRINGES IN THERE.>>HAS IT ALWAYS BEEN THIS WAY?>>YES YES, SIR. THE REGISTRAR K THAT WAS THE APPROPRIATE WAY TO REFLECT THEIR BUDGET. HERE WE ARE TODAY. WE DO IN TERMS OF MANAGING THAT, THE AUDITORS GO EACH YEAR THROUGH THE RECORDS, SO WE HAVE ACCESS TO THAT END OF THE YEAR. ON A ROUTINE BASIS AS WE DO WITH OTHER DEPARTMENTS, EXPENSES HAPPENING, WE DON’T HAVE ACCESS TO THE DATA.>>I GUESS THE LAST QUESTION IS, HOW MUCH MONEY IS BEING SENT BACK TO THE GENERAL FUND THIS YEAR, DO YOU KNOW?>>IF YOU LOOK AT THE PROGRAM REVENUE ON PAGE D-09 AT THE BOTTOM, THAT WOULD BE THEIR ESTIMATE. FY2016 IS HOW MUCH THEY TURNED OVER EXCESS REVENUE 2.4 MILLION.>>FOR FY16. IT’S BUDGETED TO BE 2,000,000 FOR ’18.>>THAT EENSD OF THE YEAR AFTER THE DETERMINATION OF THE EXPENSES?>>TWICE A YEAR. SHE’S SAYING, THEY DO THE ENTRIES TWICE A YEAR.>>THANKS.>>COUNCIL LADY ALAN?>>TO FOLLOW UP ON COUNCILMEMBER SCHUL MAP’S QUESTION, THE $2 MILLION COMING IN IS SHOWN IN THE BUDGET SPENT ON PERSONNEL NOT IN THE BUDGET. DOES IT MAKE SENSE TO DO IT THAT WITH A WAY?>>THAT’S OVER AND ABOVE THE REVENUE THEY MAY COLLECT. THE EXENS IS LOOK AT FY16. EXPENSES ARE BUDGETED AT 265. THE 1.5 IS THE NET DIFFERENCE BETWEEN WHAT THEY COLLECTED AND THEIR EXPENSES. AFTER EVERYTHING IS POSTED WITH THE PAYROLL PLUS THE EXPENSES YOU SEE HERE, WHATEVER’S LEFT IS TRANSFERRED TO METRO AS EXPRESS REVENUE.>>THAT’S 1.5.>>THAT’S WHAT THEY BUDGETED THAT YEAR.>>IT’S ABOVE WHAT THEY’LL PAY FOR REVENUE — I MEAN FOR PAYROLL?>>265 DOES NOT INCLUDE PAYROLL. 154 IS AFTER PAYROLL IS TAKEN OUT.>>I DON’T HAVE THE NUMBERS IN FRONT OF ME. WHAT IS YOUR PAYROLL RUNNING NOW?>>>>WE CAN PULL THAT FOR YOU.>>IT MIGHT BE INTERESTING.>>FOR INSTANCE METRO WATER SERVICES, DOES IT SHOW THEIR PAYROLL?>>IT DOES. THE OPERATION WITHIN METRO HAS A SIMILAR PROCESS IN PLACE. THIS IS CONSISTENT OVER THE YEARS AND UNIQUE TO THE DEPARTMENT, IS THAT TRUE IS>>THANK YOU.>>THANK YOU, COUNCIL LADY. COUNCILMEMBER MACINGS?>>THIS IS FOLLOWING UP ON WHAT THEY ARE SAYING, EVEN TO IT’S CONSISTENT TO WHERE WE DON’T SEE THE PAYROLL, WHAT WAYS IS IT POSSIBLE FOR US TO GET A BALANCE OR REPORT OR WHATEVER WAY IT COMES OUT ON THE SIDE I THINK ALL ELECTED OFFICIALS HAVE THOSE. THE SALARY INFORMATION IS OUT THERE. I’LL BE HAPPY TO GET YOU OUR CURRENT. WHEN IS IT MADE AVAILABLE TO US TO SEE THAT? IS THERE A SYSTEM WE NEED TO CREATE SO WE CAN SEE THE INFORMATION ALONG WITH THE BUDGET WHEN WE ARE DOING THAT AROUND THIS TIME OF YEAR BECAUSE RIGHT NOW, WE NEED TO MAKE SURE WE APPROPRIATE EVERYTING CORRECTLY. WHEN YOU WILL GO DOES THE NMENTSZ CWHENDOES THE INFORMATIT AND WHERE CAN WE FIND THAT?>>THE AUDITOR SPENDS THREE OR FOUR DAYS GOING THROUGH THE PAYROLL. A JOURNAL ENTRY IS DONE FOR THE METRO BUDGET. AS FAR AS AHEAD OF TIME, THE ONLY THING YOU HAVE IS THE LETTER OF AGREEMENT IN THE CURRENTLY. MAYBE THIS COULD BE AN EDUCATIONAL MOMENT FOR ALL OF US, AND FOR THE FINANCE DEPARTMENT, IF THERE IS SOMETHING TO DO AHEAD OF TIME TO GET ESTIMATES FOR THAT PARTICULAR YEAR, I THINK IT WOULD HELP. NOT ANYTHING THERE IS LEAVING A SPACE TO WHERE WE CAN’T ANSWER THE QUESTIONS. I SUGGEST WHERE WE CAN LOOK AT SOMETHING TO PUT INTO THAT SPACE. O TO SEE WHAT WE CAN GET DONE.>>COUNCIL LADY HENDERSON.>>THANK YOU, CHAIR. CAN YOU ALL SHARE HOW YOU INTERFACE WITH DEVELOPMENT SERVICES AND IF A CITIZEN IS WANTING TO ENGAGE WITH THE REGISTRAR OF DEEDS, DO THEY COME TO THE BRIDGE STONE CENTER? WHY ARE YOU THERE, AND HOW DID THAT HAPPEN?>>THE COURTHOUSE UNDERWENT A MAJOR RENOVATION APRIL 2003 AND WE WERE MOVED TO THE BRIDGE STONE ARENA. WE HAVE BEEN THERE THIS WHOLE TIME. OUR RECORDS, EVERYTHING IS THERE. THE CUSTOMER CAN CALL AND SEND THEM THROUGH E-MAIL OR FAX. THEIR DOCUMENTS, OR THEY CAN COME TO OUR OFFICE WHICH PARKING HAS BEEN A CHALLENGE HERE LATELY. WE HAVE FIVE SPOTS ON SIXTH AVENUE ON THE SIDE OF THE ARENA, SO THAT IS — IT’S A CHALLENGE FOR THE CUSTOMERS, THE LANDOWNERS TO COME DOWN TO VISIT US. WE TRY TO GET THEM IN AND OUT QUICKLY AS POSSIBLE. WE HAVE GREAT CUSTOMER SERVICE.>>AGAIN, HOW YOU INTERFACE, DO YOU CONSIDER YOURSELF TO BE STANDING ALONE OR ARE YOU PART OF A LARGER PROCESS SOMETIMES WHERE SOMEONE HAS TO GO ONE PLACE AND COME TO ANOTHER?>>WE TRY TO DO, WHEN THEY COME TO OUR OFFICE AND SAY THEIR TAX BILLS ARE IN THE INCORRECT NAME, INSTEAD OF GOING TO THE ASSESSOR’S OFFICE TO GET IT CHANGED, WE’LL CALL THE ASSESSOR’S OFFICE AND HELP THEM. THE ASSESSOR’S OFFICE WORKS WELL WITH US TO HELP US GET THE CORRECTION. PLANNING DOES A LOT OF RECORDING. WE E-FILE A LOT. THERE ARE A LOT IN METRO THAT E RECORD WITH US.>>PLANNING AND WHO ELSE?>>PLANNING CODING, WATER, METRO, LEGAL, PARKS, AND I THINK THAT’S IT.>>IN AN IDEAL WORLD, WHERE WOULD YOU BE LOCATED?>>AWAY FROM DOWNTOWN. WEALTH LOVE TO BE CLOSER TO THE ASSESSOR AND TRUSTEE’S OFFICE.>>THANK YOU, COUNCIL LADY.>>COUNCILMEMBER LEONARDO?>>THANK YOU, MR. CHAIRMAN. MR. GATE, THANKS FOR BEING HERE.>>PARKING IS TOUGH BUT THE CUSTOMER SERVICE IS THERE AND YOU GET FOLKS IN AND OUT. MY QUESTION IS, YOUR GRANT OR GRANTOR INDEX ONLINE, IS THAT SOMETHING YOU MAINTAIN OR DO YOU DO THAT WITH SUPPORT FROM I.T.S.?>>THAT’S SOMETHING THAT WE MAINTAIN.>>THE EMPLOYEE SALARIES COME FROM THE FILING FEES. ARE YOU AWARE OF HOW MUCH CALORIES COME, OR HOW TO ACCESS THAT? IS THAT A LARGE PORTION OF INCOME TO YOUR OFFICE?>>IT’S A LITTLE OVER $200,000. IT’S NOT A SIGNIFICANT AMOUNT IN THE SCHEME OF THINGS.>>ONE SUGGESTION I HAVE TO GO TO THE PROPERTY ASSESSOR’S WEBSITE TO GET THE DEED. IF THERE IS ANYTHING TO DO TO MAKE THAT AVAILABLE FOR FOLK, I THINK THAT WOULD BE A HUGE HELP. WE HAVE A SUBSCRIPTION. I UNDERSTAND WHAT YOU ARE TALKING ABOUT.>>COUNCILMEMBER COLEMAN.>>TELL MR. GARRETT I MISS HIM. I USUALLY LIKE TO KID AROUND WITH HIM DURING BUDGET TIME. YOU GUYS ARE GREAT. I HAVE A PROBLEM IN THE BUDGET DAY NUMBER ONE. THEY COME HERE AND TELL US ABOUT THE BUDGET. THE DEVIL IS IN THE DETAIL. 2,000,000 SURPLUS AND 1.5 MILLION IN STAFF. THE CALCULATION DAY NUMBER ONE HERE, DO THEY NOT CALCULATE THE OVERTURES OF WHICH YOUR DEPARTMENT IS GOING TO TURN BACK IN. CODE IS ONE AND THE SHERIFF’S DEPARTMENT IS THE OTHER. THEY ARE GOING TO TELL US ABOUT HOW MUCH MONEY CONTRIBUTES BACK TO THE CITY. THE PROBLEM IS, THEY NEED THAT MANY MORE EMPLOYEES AND WHEN YOU TALK ABOUT METRO PLOYS A RAISE, I FIND IT HARD TO BELIEVE, PARTICULARLY WHEN WE TALK ABOUT THE CERTIFIED TAX RATE NOT BEING IN. HERE I GO WITH MY QUESTION. THE DEVIL IS IN THE DETAIL DAY NUMBER ONE WHEN WE GET THE BUDGET. I FIND THAT TO BE THE CASE HERE. WE ARE TALKING ABOUT HOW MUCH WE ARE BRINGING IN, YET WE USE IT ON ADDITIONAL EMPLOYEES.>>HOW HAVE YOU ASSESSED TO DETERMINE WHETHER OR NOT WE NEED MORE EMPLOYEES TO DO WHAT WE ARE ALREADY DOING GOOD? THEY CAN TELL US IF THEY CALCULATED THAT AMOUNT DAY ONE.>>WHAT WE DO IN TERMS OF REVENUE ESTIMATES, THEY SUBMIT A PROPOSAL TO US AND WE LOOK AT REVENUE TREND. WE HAVE A CONSENSUS ON WHAT NEEDS TO BE RECOMMENDED IN THE BUDGET LOOKING FORWARD BASED ON THE TRENDS.>>DID YOU CALCULATE THE 2,000,000 IN WHICH THEY CLAIM THEY’LL TURN BACK IN?>>AGAIN, WHAT WE DO IS LOOK AT REVENUE TRENDS. WE ARE NOT LOOKING AT THE EXPENSES. WE DON’T HAVE ACCESS TO THE PAYROLL RECORDS. I THINK YOU SAID SOMETHING ABOUT THEM HAVING STAFF. THEY HAVE NOT ASKED FOR ADDITIONAL STAFF. THE SINGLE IMPROVEMENT HAS TO DO WITH THEIR RENT INCREASE. THEY HAVE NOT ASKED FOR INCREASE IN STAFFS.>>SO WHAT IS THE REVENUE USED FOR?>>IT’S JUST GROWTH. THAT’S WHY YOU HAVE AN INCREASE IN REVENUE HERE. IT’S GROWTH. GROWTH IN TERMS OF THE AMOUNT OF WORK THEY ARE DOING?>>IT’S THE AMOUNT OF WORK THAT COMES INTO THE OFFICE.>>I HAVE A PROBLEM ON WHAT WE GET DAY ONE AND WHAT WE HEAR AT THE INDIVIDUAL MEETINGS. THEY DON’T WORK OUT FOR ME. PREDICTIONS ARE ONE THING. THEN WE COME AND HEAR OTHER NUMBERS. I THINK YOU DO A GOOD JOB IN GENERAL. I’M CONFESSED ABOUT THE PREDICTIONS AT THE O OUTSET AND IT’S NOT WHAT WE SAY DAY NUMBER ONE. I THINK YOU DO A GOOD JOB. I’M WEARY AT THE END OF THE PROCESS, WHEN WE PUT DOWN OUR NEEDS AND STUDY EACH DEPARTMENT NEED, WE NEED TO KNOW WHAT WE NEED TO BE PROGRESSIVE AND KEEP MOVING. WE GET FLOWERY NUMBERS AT THE BEGINNING AND RUSH END OF MAY TRYING TO PUT A BUDGET TOGETHER AND DON’T DO JUSTICE TO THE PEOPLE THAT COME TO US FIRST BECAUSE WE WOULD HAVE FORGOTTEN ABOUT IT AT TWO WEEKS. I WANT TO SEE IF YOU NEED MORE STAFF. I WANT TO SEE US GROW, BUT I THINK WE USE PRICKS TO GIVE US FALSE NUMBERS. I’LL WAIT.>>THANK YOU. OUR REVENUE IS DRIVEN BY OUR TRANSACTIONS, HOW MANY TRANSACTINS WE RECEIVE. WE RECEIVE 10,000 TRANSACTIONS A MONTH. THAT SORT OF GIVES YOU, I KNOW, IT’S NOT A — I CAN’T TELL YOU THE MONEY ON IT OR THE REVENUE, BUT WE PROCESS 10,000 DOCUMENTS A MONTH.>>SO YOUR EQUIPMENT — YOU NEED GREATER EQUIPMENT TO DO THAT AND GREATER MANPOWER TO DO THAT?>>WE DO THE MANPOWER WE HAVE. E DON’T NEED ADDITIONAL MANPOWER. THE COMPUTER SYSTEM WE RECEIVE IN JULY IS AN UPGRADE TO WHAT WE HAVE NOW WHICH WILL BE FASTER AND GREATER.>>THAT’S I.T.?>>NO, THE TENNESSEE CODE, WE COLLECT $2 OFF OF EVERY DOCUMENT THAT COMES IN THAT GOES TO THE DATA PROCESSING FUND. THAT 2 DHARS IS SET ASIDE TO PURCHASE TECHNOLOGY EQUIPMENT WE NEED. THAT MONEY IS WHAT WILL PAY FOR THE NEW SYSTEM WE RECEIVE.>>THAT DOESN’T GO TO THE GENERAL FUND?>>NO. DO WE HAVE AN ACTING OF THAT?>>YES, D-95.>>THANK YOU. WE’LL REMEMBER YOU WHEN YOU GET TO THE END. YOU DO A GREAT JOB.>>THANK YOU, COUNCILMEMBER. COUNCILMEMBER GLOVER, DO YOU HAVE A FOLLOW UP?>>I DIDN’T ASK ANY QUESTIONS ON THIS ONE. I WANT TO GO BACK ON HISTORY AND TALK ABOUT THE INTERNAL AUDIT STAFF, YOU GUYS WERE AUTOI HAD A FEW YEAR AGO. THERE WAS DISCREPANCY IN DOING THINGS MORE EFFICIENTLY. YOU CHANGED THE WAY WE WERE DOING IT.>>I’M NOT GOING TO NAME THE NUMBER OF YEARS WE HAVE BEEN INVOLVED WITH THE BUDGET, BUT I DON’T THINK I EVER REMEMBER THEM DOING IT DIFFERENTLY THAN THEY HAVE. I THINK THEY HAVE THE OPPORTUNITY. MR. GARRETT IS ELECTED TO RUN THE DEPARTMENT THIS WAY. I THINK THERE IS AN UNDERSTANDING WITH THE METROPOLITAN GOVERNMENT IN GENERAL THAT THEY RUN IT THIS WAY. I DON’T REMEMBER ■A YEAR THEY HAVEN’T BEGIN MONEY TWICE A YEAR. WITH CONTINUED GROWTH, IT GROWS FOR US.>>AM I REMEMBERING IT INCORRECTLY?>>I THINK THERE WAS ONE YEAR, MAYBE. MAYBE FISCAL YEAR — I HAVE BEEN AROUND HERE TOO LONG. MAYBE FISCAL YEAR SEVEN OR EIGH->>WHEN THE BUDGET WAS PRESENTED DIFFERENTLY THAN IT IS HERE AND SOME OF THE GROSS NUMBERS WERE PRESENTED. YOU REMEMBER FY-’08.>>THAT’S WHEN THE ECONOMY TOOK A FALL AND HURT US. SHORTLY THERE AFTER WE WENT TO THE HISTORICAL METHOD FOR PRESENTING THE NUMBERS.>>I WANT TO CLARIFY. YOU WEREN’T MAKING DEPOSITS RAPIDLY AS THEY FELT YOU SHOULD BE. I WANT TO BE CLEAR ON THAT. IT’S ALSO CAREER ON THE HISTORY.>>WHILE WE HAVE THE FINANCE DIRECTOR HERE, I HAVE A QUICK QUESTION. TO SUM THIS UP, THE DEPARTMENT IS A NET USER OR PROVIDER OF FUNDS TO METRO?>>I WOULD HAVE TO LOOK AT THE LETTER OF AGREEMENT TO REMIND MYSELF WHAT THE PAYROLL COSTS ARE.>>IF WE HAD A FOLLOW UP QUESTION, IT WOULD BE TO KNOW WHAT THE PAYROLL NUMBER WILL BE. THAT WILL BE GREAT AND ADD THAT TO THE LIST OF FOLLOW UP QUESTIONS. THANK YOU FOR COMING. ALWAYS A TREAT. WE ARE RUNNING BEHIND TIME BUT WE HAVE THE CLERK’S OFFICE NEXT IF WE WOULD MAKE THE SWA

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