Building options for county clerk’s office, public records policy discussed at meeting – State Gazette

Prior to Thursdays public hearing, members of the Local Government committee met to discuss items including the Public Records Policy and options regarding a new location for the Dyer County Clerks Office.

RACHEL TOWNSEND

rtownsend@stategazette.com

Thursday morning, members of the Local Government committee convened in the Richard Hill room of the Dyer County Courthouse to discuss items on the agenda including the Dyer County Public Policy and discussion regarding building considerations for the Dyer County Clerks Office.

Opening the meeting, Dyer County attorney Mike Gauldin presented committee members each with a copy of the countys Public Records Policy.

Effective July 1, the policy was mandated by the state earlier this year, and will [according to the Tennessee Coalition for Open Government (TCOG)] add unique biometric data, such as fingerprints, voice prints, retina or iris images, or other unique physical representations and unique electronic identification numbers, addresses, routing codes or other personal identifying data which enables an individual to obtain merchandise or service or to otherwise financially encumber the legitimate possessor of the identifying data.

Essentially, the policy is expected to make accessing public records a more efficient process, as the bill specifies the policy cannot impose requirements on those requesting the records, which would prove more problematic than those required by state law.

TCOG also noted the new law to include the following criteria:

The process for making requests to inspect public records or receive copies of public records and a copy of any required request form;

The process for responding to requests, including redaction practices;

A statement of any fees charged for copies of public records and the procedures for billing and payment; and

The name or title and the contact information of the individual or individuals within such governmental entity designated as the public records request coordinator.

Dyer County Mayor Chris Young also took time to discuss the current state of the Dyer County Clerks Office. County Clerk Diane Moore, who was present at the meeting, has been working from within the commercial building of the Dyer County Fairgrounds since March storms devastated the downtown operation.

While forward progress has been made on the repair of the building, Young feels the option to build a new facility for the clerks office may be a more desirable and efficient option going forward.

Options pointed out for the relocation of clerks office operations included occupying the former Simmons Bank location at 213 N. Church Ave., new construction of a facility to be located at the Dyer County Fairgrounds, or new construction at the countys lot located on the corner of Market Street.

According to Young, the Simmons Bank building would effectively cost the county roughly $500,000, and would prove to be an ineffective solution, as the building would be larger than needed by the office.

In agreeance with Young, committee member Debra Roberson pointed out the wasted utility funds, which would be spent heating and cooling the second floor of the facility, which would not be occupied.

Members of the board approved a motion to remove Simmons Bank from the list of options.

On a separate motion, construction at the Dyer County Fairgrounds was also removed the list of options to be considered by the committee, as it was preferred to keep the operation in Dyer Countys downtown venue.

With the removal of two options, committee members were left to decide whether to return the operation to its former location or build anew at the Market Street. property.

Young says the costs attached to a new 3,500 sq. ft. construction will average roughly $210,000 [$60/ sq. ft.] in addition to $63,000 for a metal building, and $175,000 for the lot. Young also pointed out that new construction would be beneficial as equipment to the facility would be under warranty.

Young stated there to be approximately $400,000 available for new construction in the 2017-18 budget.

Young says the former building is also a possible option; however, parking is limited and expenses toward the repair of the building, after furnishings are added, would exceed the value covered by insurance. Young also noted the 8,000 sq. ft. building, when occupied by the clerks office, to have an excess of unused space.

We need to decide what we are going to do pretty soon, said Young. Whether we decide to keep the former building for other county purposes or sell it or whatever we decide to do. The money we get back from the insurance company for Dianes office can be spent wherever we chose to spend it.

Youngs ideas on selling the building as a shell were met with concerns from Roberson, who posed the question, What if we built a new building and couldnt sell the former one? How much would it cost for us to make it functional?

Young says he feels good about the countys ability to sell the building; however, unable to find a buyer, the county would have to invest money into the facility during another budget year.

Committee members will spend the next four weeks considering the proposed options for further action, and reconvene at later date.

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Building options for county clerk's office, public records policy discussed at meeting - State Gazette