Aging county patrol cars pose budget challenge for commissioners

Wednesday, July 3, 2013

Bourbon County Sheriff Ron Gray and Undersheriff Bill Martin met with Bourbon County Commissioners on Monday to discuss purchasing six new SUVs and two trucks as commissioners begin the task of hammering out the 2014 budget.

Martin detailed for commissioners the problems with each vehicle, including one that is prone to overheating. He said although it has not happened while on an emergency call, it is still embarrassing to the department.

"I've got two mechanics that every time I take a vehicle down there to work on it, they don't want to put the money into it," Gray said.

Martin and Gray both said they drive their personal cars to work each morning.

With extra financial responsibilities brought about by costs associated with the new concealed carry law, commissioners were hesitant to give their approval Monday for the purchase of a new fleet.

"I don't think we can give you the go ahead today," Commission Chairman Allen Warren said. "Not until we approve the (2014) budget."

State of the Fleet

During the meeting, Martin presented a "snapshot" of the current condition of vehicles presently in the fleet, with detailed descriptions of what is wrong with each vehicle. Three vehicles (sheriff's vehicles No. 2, No. 5 and No. 6 ) have been totaled since April, two of which were rear-ended and another from hitting a deer.

On sheriff's vehicle No. 1, which has approximately 145,000 miles, Martin said the instrument panel is inoperable, including the speedometer and gauges.

"(The driver) doesn't even know how fast he is driving at times - that's kind of strange," Martin said.

There also is rear axle and transmission slippage and he listed its maximum value at $8,000, according to the Kelly Blue Book.

Another of the department's vehicles, sheriff's vehicle No. 4, is used by the school resource officer. With 246,000 miles, has transmission slippage in forward and reverse, major rust, has overheated twice in the last month, the four-wheel drive was disengaged because of mechanical issues and the air conditioner does not work. He estimates the maximum value of that vehicle at $4,800.

"That vehicle belongs to the Emergency Preparedness Office, we just borrowed it because we didn't have any vehicles," Martin said.

According to Martin's report, sheriff's vehicle No. 7's rear axle drive train has been replaced twice, as well as the steering arm. He lists the maximum value at $7,000.

There were no notable or reportable problem's with sheriff's vehicle No. 8, which has a maximum value of $7,000, Martin said.

Sheriff's vehicle No. 9's engine has been replaced with the engine from vehicle No. 2 that has 78,000 miles. He said its maximum value also is $7,000. He said sheriff's vehicle No. 11, a Chevy Tahoe truck, has numerous mechanical issues and a maximum value of $2,000.

"Several mechanics are willing to testify to the Commission on the issues of this vehicle," Martin said.

The department also owns a process server vehicle that has transmission slippage in forward and reverse and the four-wheel drive is disengaged because of mechanical issues. He lists that vehicle at a $5,000 maximum value, but said it would likely not bring anything. The door handle comes off and the windows are bolted shut, Martin said.

What it might cost

Martin presented bids for five new vehicles, but that was before a recent deer strike two weeks ago totaled another of the department's cars. He asked on Monday that the bids be used to add a sixth vehicle to the department's wish list.

Bids included 2014 Police Interceptor vehicles (Ford Explorer SUVs) with police lights and sirens for $30,616.45 per vehicle ($153,082.25 for five vehicles and $183,698 for six vehicles) from Shepherd Team Auto Plaza. The bids do not include fees or taxes and the bid states the MSRP for the vehicles is $31,765 each.

Landmark Dodge also bid $56,000 for two Dodge trucks for the department. Warren asked if it was still possible to get bids on the trucks from Shepherd's, a local dealer.

Vinyl graphics for the vehicles would be $2,527 with $1,000 additional for installation. Installation of radio equipment would be an additional $4,000 for a total of $247,255.

Shawnee Mission Ford presented a bid of $30,362 for each police-equipped vehicle ($151,810 for five vehicles and $182, 172 for six vehicles.)

Olathe Ford sent in a bid for bid of $31,018 per police-equipped vehicle, ($155,515 for five vehicles and $186,108 for six vehicles.)

The bids were only valid until June 30, but commissioners agreed the information was helpful in preparing the budget.

Martin said he has not put out bids for financing yet, but at between 4 or 5 percent interest on a five-year plan, payments would be between $3,970 to $4,670 per month.

"I wanted to make sure the purchase of the vehicles is a go, then I will put out a letter to the banks asking if they are willing to take on this task," Martin said.

Warren asked how that monthly payment compares to what the department has been paying.

"It's almost $2,700 now," Gray said. "But everything has increased."

But you have to understand, when we purchased those cars, they were only $21,000," Martin said.

"I understand that, but I also understand that the taxpayers are going to see that when we give them an increased mill levy," Warren said.

"I think they will understand," Martin said. "They want law enforcement to respond. I don't need cars overheating on the side of the road when they are responding to a domestic."

Warren again said he understood.

"I'm hearing you loud and clear, but again, the taxpayers do not want increases," Warren said.

Martin told The Tribune later on Monday if a mill levy were necessary, it would not be because of his department and that contingencies like new patrol cars are something that should be planned for years in advance.

"The mill levy should not go up because of the purchase of eight vehicles," Martin said. "That's something a sheriff's department needs for its everyday operation."

Martin said should a mill levy increase be necessary, it would be because of past approved county expenditures.

During Monday's meeting, Commissioner Barbara Albright asked if it would be possible to authorize the purchase of a number of vehicles that would total the same monthly payment the department has been making.

"We need 10 vehicles. Of the three remaining, we are going to keep two of the best of the three," Martin said.

Gray said settlement checks from the totaled cars should pay off the loan on the old cars. Martin said they should be receiving checks from the insurance companies within a couple of days, which should total about $22,000.

"That was the issue we have been having since April," Martin said. "Since we have a loan on these cars, the bank is not releasing the titles to those vehicles until the debt is paid off. So we have been scrambling and doing whatever we need to do."

Martin said he would prefer an outright loan from a bank versus the lease purchase option the department has on its current vehicles. He also said that $11,000 of insurance money from hail damage to vehicles went back into the department's general fund and he believes that money should be used for the purchase of new vehicles to offset the price.

"My question is, what is that $11,000 going to be used for? General Fund or to help offset the purchase of these vehicles?" Martin asked.

Warren assured Martin that money would stay with the sheriff's department, but a budget amendment would be required to move the money.

"We are going to have to involve the auditor before we do anything," Warren said.

He said the 2014 budget will not be approved until August.

"I don't know how we can give you approval to make a deal on cars prior to that budget being approved," Warren said.

"Can't we use the insurance money to move ahead on something?" Albright asked.

Warren said all the equipment commissioners have purchased in the last two years was approved in the budget before purchase.

"I think you have to do that," Warren said.

Martin said it will take about 45 days after purchase for any newly purchased cars to arrive.

"My main goal is to come up and tell you this is what you are going to get in my budget," Gray said. "This is what you are looking forward to."