Fulton County Board- Finance & Insurance Committee Meeting Minutes
Fulton County Board Office, 257 West Lincoln Street, Lewistown, IL 61542
Phone 309-547-0901- email csimpson@fultonco.org
Committee: Finance, Insurance, Personnel, Legislative Committee
Meeting Place: Fulton County Board Office, 257 West Lincoln St., Lewistown, IL 61542
Time: 6:30 pm
Date: May 2, 2023
CALL IN INFORMATION:
Call in number: (720) 843-2603
Meeting code: 214 7365 #
1. Call to Order
Time: 6:38pm
MEMBERS:
Barry Beck (present/xxxxxx)
Jared Heller (present/xxxxxx)
Laura Kessel (present/xxxxxx)
BJ McCullum (xxxxxx/absent)
Brian Platt (present/xxxxxx)
Lauren Southwood (present/xxxxxx)
Lisa Thompson (present/xxxxxx)
Other Board Members: John Spangler
Elected & Appointed Officials: Staci Mayall – Treasurer, Julie Russell – Supervisor of Assessment
Staff: Audra Miles- Comptroller, Cindy Simpson – Fulton County Administrative Assistant
Guests: None
Media: None
2. Roll Call
Roll call was taken, quorum present
3. Call for Additions/Deletions To and Approval of the Agenda
Member Southwood moved to approve the agenda with a second from Member Platt. Motion carried by roll call vote (6-0).
4. Approval of Previous Minutes – April 5 and April 11, 2023
Member Kessel moved to approve the minutes from April 5 and April 11, 2023 with a second from Member Beck. Motion carried by roll call vote (6-0).
5. Announcements, Communications and Correspondence
a. Fulton County records retention and digitizing
Member Thompson discussed the information received regarding records retention and digital reproduction. A schedule of the last disposal was included for the committee.
6. Public Comments – None
7. Claims
a. Discussion/Action: Claims
Member Southwood moved to approve the claims with a second from Member Beck. Motion carried by roll call vote (6-0).
b. Discussion/Action: Claims ARPA
Member Southwood moved to approve the ARPA claims with a second from Member Beck. Motion carried by roll call vote (6-0).
8. Transfer of Funds – None
a. General Funds Transfers
b. Other Funds Transfers
9. Immediate Emergency Appropriation(s) – None
a. General Funds Immediate Emergency Appropriations
b. Other Funds Immediate Emergency Appropriations
10. Old Business
a. Discussion/Action: ARPA returned funds and interest – use recommendation
Member Heller suggested the ARPA interest be kept for projects for the courthouse and other county buildings in need of repairs. The funds should not be open to other community projects.
Member Heller moved to approve the ARPA interest and any returned ARPA funds be kept for county building repairs and projects with a second from Member Platt. Motion carried by roll call vote (6-0).
b. Discussion/Action: Local Tribal Consistency fund $50,118.00 recommendation – Tabled
c. Discussion/Action: Opioid Settlement Fund $80,129.00 recommendation – Tabled
11. New Business
a. Discussion/Action: Contract for Timeclock Plus
Member Thompson discussed the funds were appropriated last year and the contract needs to be signed by the Finance committee.
Member Kessel moved to approve the contract for Timeclock Plus software with a second from Member Platt. Motion carried by roll call vote (6-0).
b. Discussion/Action: IPRF Grant $38,904.00 recommended use – Tabled
Member Thompson discussed the grant has to be used for protection gear. Member Thompson discussed the Sheriff’s office needs new uniforms, and it was hopeful to try to use some of the grant funds for uniforms but the funds cannot be used for uniforms.
Member Kessel discussed there are other items on the list of approved items for safety the grant would cover. Member Heller asked about the safety equipment and who qualifies for the grant funds. Member Kessel stated the grant funds are usually used for the Clayberg, or the Sheriff’s department. Member Heller inquired of some of the grant funds could be used for the Highway Department. Member Heller would like to have the approved list emailed to Amber at the Highway Department to review at the next Highway Committee meeting.
c. Discussion/Action: 2024 Budget goal and tentative schedule
Comptroller Miles discussed the goal is to advise the Department head what their budget goals are for FY24. The committee needs to decide on the revenue and expenses for this goal.
Member Thompson discussed in the General fund for FY2023, $9.2 million of the budget went to salaries and insurance. The insurance cost will be quoted in the fall of 2023. The salary portion of $5 million will be determined as negotiations for the unions is ongoing. Member Thompson suggested using the 2022 actual and is a good basis to start the budget for FY24.
Member Thompson stated budgets are typically increased 1% to 3% yearly. Using the FY22 actuals plus 3% would make the FY24 budget $1million less than FY23. Member Thompson discussed to use salaries that are known and add the increases to the FY24 budget.
Treasurer Mayall stated there will be an additional payout for back pay once the union contract is settled.
Member Kessel stated when using the FY22 actuals for the budget the committee does not want to lose sight of any additions that were made to the FY23 budget.
Member Kessel discussed adding 3% to the actuals to allow the committee a better idea for the budget.
Member Heller discussed in 2014 road replacement 2020 for the 220 miles of Highway roads in Fulton County was stopped until 2020. Currently, the county is behind approximately 50 miles of road repaving. The new highway building expenses have increased approximately 25% for construction materials. Member Thompson stated this information needs to come from the Highway department budget for the other funds.
Miles discussed any wages that have a contract she will adjust the actuals. Contingency and Capital transfers will be keep the same from FY23 to FY24.
Miles inquired what numbers the committee would like to use for revenue. Member Thompson stated for revenue use the FY22 actuals plus 3%.
Member Thompson discussed the bond for the Clayberg and the roof debt from 2019 and the current interest rate is 4.682%. By Fulton County paying the principal and interest this year the county will save approximately $22,000.00 or if the county waits to pay the bond in 2024 and the saving would be approximately $17,000.00 by paying off the bond. The total payoff for the bond is approximately $175,000.00. The county needs to call the bond for board action in June and pay the bond by July 2023.
Member Platt inquired what the current interest rate is for a bond. Member Thompson stated the current interest rate is approximately 3.7% interest.
Member Thompson stated the funds can come from unappropriated funds to pay the bond.
Member Platt moved to approve to set the actuals and revenue to FY2022 plus 3% and to include new projects in the FY24 budget with a second from Member Beck. Motion carried by roll call vote (6-0).
d. Discussion/Action: Rules of Order amendment to Article X
Member Thompson discussed the disaster declaration ends May 11, 2023. Meetings can be attended remotely with exceptions and providing the county amends the Rules of Order.
Member Kessel stated she is glad to have the call in option available to participate meetings when she is traveling for her job.
Member Thompson stated the exceptions to attend meetings remotely are: personal illness or disability, employment purposes, or the business of the body or a family emergency. The member must contact the County Clerk before the meeting.
Member Kessel moved to approve the Rules of Order amendment to Article X with a second from Member Platt. Motion carried by roll call vote (6-0).
e. Discussion/Action: Rules of Order added to website
Member Thompson inquired if the committee would like to add the Rules of Order to the Fulton County website. This allows the county to be transparent.
Member Kessel moved to approve to post the Rules of Order to the Fulton County Website under the board page with a second from Member Platt. Motion carried by roll call vote (6-0).
f. Discussion/Action: Audit
Treasurer Mayall discussed the draft copy of the audit has been sent out to all Finance Committee members. The audit was minus the Circuit Clerk’s audit and draft financial report and the Finance committee letter and the campground letter.
With the lateness in receiving the audit, the Treasurer has not reviewed the documents. Treasurer Mayall stated Jeff McPherson from Hunter Gray Stenn LLP will be at the May 9, 2023 Finance and board meetings to discuss and answer any questions.
12. Safety – Liability Insurance Risk Management – None
13. Transit
Comptroller Miles reported the Federal reimbursements were received by Fulton County.
14. Treasurer’s Report
Treasurer Mayall reported for April, County General expenditures were $983.970.21 and revenue was $1,266,483.07. The surplus for April is $282,512.86.
Tax bills first installment is due June 9, 2023 and the second installment is due September 1, 2023. The first distribution will be at the end of May and mobile home bills will be mailed out in the next 2 weeks.
Treasurer Mayall reported the ARPA funds used to the US Treasury and Fulton County had 24 projects reported.
Currently, Bryant has been provided Disaster Relief Funds of $3,952.00 and there are additional invoices needed before the payments can be made.
Member Thompson inquired about the replacement of the Sheriff’s department squad car due to the tornado. Sheriff Webb has spoken with Treasurer Mayall regarding where to deposit the funds from the insurance money received. Treasurer Mayall suggested the funds go into the Sheriff’s budget as the vehicle will be replaced from this budget.
Member Kessel inquired how much of the ARPA funds have been spent that were allocated to the Sheriff. Treasurer Mayall stated the ARPA Funds spent currently are $244,271.11 from the budgeted amount of $600,000.00 with $355,728.89 of the funds remaining. There are several pending projects with final costs uncertain at this time.
Treasurer Mayall discussed she has moved a large amount of funds due to the interest rates of .6% and .3%.
Mayall reported Illinois Trust and Illinois Funds are governmental pools that the county is a part of and these are secure investment funds. The rate of new interest being earned is 4.86% interest.
a. OPEB actuary report
b. Lisa- Comptroller report to interpret OPEB
Member Thompson discussed the OPEB report and the statement of what is owed and post-employment benefits. Currently, for 2023 the county will owe $24 to 18 million for retirees. Member Thompson compared the amounts with 10 counties for the total unrestricted assets for the actuarial report. Member Thompson encouraged the Finance Committee members to review the report.
15. Assessment Report
Supervisor of Assessment Julie Russell, reported the Assessment office mailed out approximately 110 notices for PTAX761. This is an application for property reassessment due to accidental destruction. Russell stated there are approximately184 parcels impacted from the April 4, 2023 storms in Fulton County.
Currently 36, PTAX761 applications have been received in the Assessment office. The applications need to be received in the Assessment office no later than July 6, 2023.
Mobile homes audit are being completed in the next 10 days to allow the Treasurer to mail the mobile home tax bills on June 1, 2023.
A Board of Review member is needed due to the law. The composition of the Board of Review is based on contested and uncontested offices. These office for the past election were won by Republicans. The Board of Review member position will be a challenge to fill with all the requirements that need to be met.
Russell is working on the PTAX300 non-homestead property tax exemption for the old Dollar General property the county purchased earlier this month.
Personnel, Legislative
16. Appointments
a. Discussion/Action: Resolution: Katie Batterton Re-appointment Trustee – Astoria Fire Protection District
Member Beck moved to approve the resolution with a second from Member Heller. Motion carried by roll call vote (6-0).
b. Discussion/Action: Resolution: Robert Cassel – Re-appointment Trustee – Astoria Fire Protection District
Member Beck moved to approve the resolution with a second from Member Heller. Motion carried by roll call vote (6-0).
c. Discussion/Action: Resolution: Rickey Stambaugh – Re-appointment Trustee – Ipava Fire Protection District
Member Southwood moved to approve the resolution with a second from Member Heller. Motion carried by roll call vote (6-0).
d. Discussion/Action: Resolution: Jon Branson – Re-appointment Trustee – Ipava Fire Protection District
Member Southwood moved to approve the resolution with a second from Member Heller. Motion carried by roll call vote (6-0).
17. Old Business – None
18. New Business – None
19. Executive Session – None
20. Misc. – None
21. Adjournment
Time: 8:08 pm
Member Heller moved to adjourn at 8:08pm with a second from Member Platt. Motion carried by roll call vote (6-0).
