MINUTES
FULTON COUNTY BOARD
REGULAR SESSION
April 11, 2023
Chairman Spangler called the Regular Session, April 11, 2023, meeting to order at 6:30 p.m. in Courtroom 201 at the Fulton County Courthouse in Lewistown, IL.
County Clerk Patrick J. O’Brian called the roll and found the following members present: Quorum was present. (Present-P; Absent-A)
James Barclay – P Daniel Kumer – P Lauren Southwood – P
Barry Beck – P BJ McCullum – P John Spangler – P
Stan Berry – P Joe Murphy – P Lisa Thompson – P
Jared Heller – P Brian Platt – P David Widger – P
Laura Hepp Kessel – P Ryan Sloan – P Karl Williams – P
Elected/Appointed Officials Staci Mayall- Treasurer, Patrick O’Brian – County Clerk, Julie Russell – Supervisor of Assessment, Keith Munter – Fulton County Engineer, Justin Jochums – States Attorney, Charlene Markley – Circuit Clerk, Jon Webb – Fulton County Sheriff, Chris Helle – ESDA/ETSB Director, Tammie Denning – Clayberg Nursing Home Administrator, Keith Munter – Fulton County Highway Engineer, Austin Rhodes – Coroner
Staff – Audra Miles – Comptroller, Cindy Simpson – Fulton County Board Administrative Assistant
Guests – Mary Pollitt, Cole McDaniel – SRPED
Media- John Froehling – Fulton Democrat
ACCEPTANCE OF MINUTES
A. Regular Session – March 14, 2023
Member McCullum moved to accept the minutes and place on file the regular session March 14, 2023 minutes with a second from Member Berry. Motion carried by roll call vote (15-0).
ADDITIONS/DELETIONS TO AGENDA
Member Thompson moved from the consent Finance E. g. i. resolution to Action Finance b. Member Murphy moved from consent Finance E. h. I. County General loan letter to Finance Action c.
Member Berry moved to approve the amended agenda with a second from Member Beck. Motion carried by roll call vote (15-0).
ANNOUNCEMENTS, COMMUNICATIONS AND CORRESPONDENCE – None
PROCLAMATIONS:
A. Discussion/Action: Resolution: Fulton County Disaster Proclamation
Member McCullum moved to approve the resolution with a second from Member Murphy. Motion carried by roll call vote (15-0).
B. Discussion/Action: Resolution: Mary Pollitt – Retirement
Member Kumer moved to approve the resolution with a second from Member Platt. Motion carried by roll call vote (15-0).
C. Discussion/Action: Resolution: Declaring Table Grove, Northern Lewistown and Bryant Illinois a disaster areas
Member Murphy moved to approve the resolution with a second from Member Kumer. Motion carried by roll call vote (15-0).
PUBLIC REMARKS:
Name: Darcie Taylor
Address: Lewistown, IL
Topic: County Administrator
Darcie stated she attend some of the Fulton County committee meetings but not all the meetings cannot be attended as the meetings are at the same time on the same date. Darcie stated the County Administrator position was discussed and a board member stated he did not know what the county administrator did and why Fulton County needed another Administrator.
Darcie stated she searched for information about a County Administrator and found the following information. An Administrator manages and coordinates business services in a diverse environment and will direct and coordinate, the operations of the county in a manner consistent with the goals, objectives and policies of the board. The Administrator will perform executive management duties, strategic and operational planning and perform administrative work. The Administrator assists the board with primary goals in operational plans and develops short and long range objectives for the county. Assists the board in decision making processes and in gathering information for policy development and policy review.
Facilitates communications between the committees and the board. Prepares written reports and recommendation to the board for action and conduct special assignments at the request of the board. The Administrator reviews departments’ budget requests and maintain intergovernmental communications, assist the board in labor negotiations and other relations.
The salary for an Administrator’s salary in Illinois is approximately $117,000.00. A good Administrator will save a county 3 times their salary by making operations more efficient. Darcie stated DeKalb County’s Administrator’s salary is approximately $149,000.00. Darcie discussed with better planning, the county would not need a new $4,000,000.00 Highway building.
Darcie discussed it was stated in a meeting that nurses do not work as hard as the Sheriff. Nurses do not turn their backs on patients and do not glorify their mistakes and do not hide from people.
CONSENT AGENDA
Member Murphy inquired about Finance h. i. the resolution for $310,304.00.
Circuit Clerk Markley stated this is a technology grant and this is Fulton County’s portion and a line item needed to be created to pay out the funds.
Member Kumer inquired about the Highway seal coat bids and if the bids are within the estimated amount. County Engineer Munter stated the bids were under the estimated amount but the township bids were an approximately 10% higher due to the width of the roads. Munter stated all of the county road commissioners have accepted the bids except for one.
Member Kumer inquired what the County’s cost per mile is for seal coating. Munter stated the approximate cost per mile is $30,000.00 for the county and the township’s cost is approximately $25,000.00.
Member Beck moved to approve the consent agenda with a second from Member Heller. Motion carried by roll call vote (15-0).
A. CLAIMS
a. Claims- Sheriff, Jail, Zoning, County Board, Miscellaneous, County Administrator, Public Defender, Property, Supervisor of Assessments, ESDA, Animal Control, Highway, VAC, Clayberg, Camping & Recreation, Spay/Neuter Program, Fulton County Public Transportation, ARPA
B. REPORTS
a. Reports- Animal Control, Treasurer, FCCRA POS Report, VAC, Zoning
b. Other Reports- Public Defender, State’s Attorney/Circuit Clerk, Sheriff, County Clerk
C. APPOINTMENTS
a. Resolution: Gary Mueller Re-appointment West Matanzas Drainage District
b. Resolution: John Velde – Re-appointment Commissioner – Lacey Drainage & Levee District
c. Resolution: Elaine Stone – Appointment Commissioner – Fulton County Housing Authority Board
d. Resolution: Bryson C. Bunch – Appointment Trustee- Cuba Fire Protection District
D. PROPERTY, COURTS, PUBLIC SAFETY & CAMPGROUND
a. Graham & Hyde Architects Life Safety Study Courthouse $5,000.00
b. Courthouse Smoke Detectors 31 smoke detectors for the cost of $21,000.00
E. FINANCE, INSURANCE, PERSONNEL, LEGISLATIVE
e. General Fund Transfer
i. Resolution: $11,382.00
From: #001-021-590100 Contingency Fund
To: #001-059-510100 Salary – Deputy/Clerk/Secretary
f. Other Funds Transfers
g. General Fund Immediate Emergency Appropriations
i. Resolution: $11,382.00 Immediate Emergency Appropriation from Unappropriated Funds in the General Fund to item #001-059-510100 Salary Deputy/Clerk/Secretary Moved to Action Finance b.
h. Other Fund Immediate Emergency Appropriations
i. Resolution: Fund 038: Create Expenditure line item
Court Automation #038-092-585142 Court Tech Grant Expense line item for $310,304.00 from unappropriated funds
ii. Resolution: $12,677.00 Immediate Emergency Appropriation from Unappropriated Funds in the Court Security Fund to line item #031-089-550100 Equipment
F. County General Loans Letter moved to Action – Finance c.
G. COUNTY HIGHWAY
a. Acceptance of Seal Coat Bids for Road Districts
b. Award of County Seal Coat & Striping Bid
H. COMMUNITY DEVELOPMENT, ZONING, 200th ANNIVERSARY
I. EXECUTIVE
J. HEALTH
K. MISC.
ACTION AGENDA
TREASURER’S REPORT
Treasurer Mayall reported for March, County General expenditures were $1,400.169.59 and revenue was $1,216,955.69. The deficit for March is $183,213.90. The current yearly deficit in County General is $54,741.13.
The property tax bills will be distributed by the end of April or early May 2023.
The OPEB draft audit has been review by Treasurer Mayall and the draft report will be sent to the Finance committee for review.
The auditors anticipate having a draft audit to Treasurer Mayall by April 21, 2023. Once Treasurer Mayall reviews the draft audit, it will be sent to the Finance committee and the Fulton County Board. Treasurer Mayall stated one of the auditors will be attending the Fulton County Board meeting May 9, 2023 to review the audit findings.
The ARPA report is due to the US Treasury by April 30, 2023.
Member Murphy inquired when the tax sale is. Treasurer Mayall stated the tax sale is the last Friday of October at 9:00am. The tax sale sheet will be release on October 1, 2023 and will be available at the Treasurer’s office and persons need to be a registered tax buyer. For additional details call Treasurer Mayall.
Treasurer Mayall stated the sealed bid auction date has not been set, but will likely be June or July. The catalog for the sealed bid auction can be purchased in Treasurer’s office for approximately $5.00 or a catalog can be reviewed in the Treasurer’s office during business hours.
COMMUNITY DEVELOPMENT, ZONING & 200TH ANNIVERSARY
a. Discussion/Action: Resolution: Jokers Estates Subdivision Plat
Member Kessel discussed a Special Community Development, Zoning and 200th Anniversary meeting will be held April 20, 2023 at 5:30pm to focus on the 200th Anniversary planning.
Member Kessel discussed the subdivision plat is separating the home and out buildings from the remaining property.
Member Kessel moved to approve the resolution with a second from Member Sloan. Motion carried by roll call vote (15-0).
COUNTY HIGHWAY
Chairman Spangler reported a discussion was had with the Highway employees regarding the shop area of the Highway building and the additional building deterioration since the fall of 2022. The employees do not feeling safe in the building due to the areas of the ceiling falling inside the building.
The building has health issues for all employees with mold and structural issues.
Chairman Spangler discussed the new Highway building project will start approximately during the spring of 2024.
Chairman Spangler stated areas of the Highway building shop have been moved to other parts of the building due to safety concerns. Member Berry inquired why the maintenance of the current Highway building has not kept up, and will the new building be maintained in the same manor. Chairman Spangler stated Fulton County has a new County Engineer that is concerned about the condition of the current Highway building. The new Highway building will have a maintenance schedule established by the Highway Engineer.
Member Murphy stated the employees have been very good about the all the ongoing issues with the building as there are liability issues.
Member Williams stated if any members of the board have doubts how bad the Highway building is, they can come to the next Highway meeting on May 2, 2023. Member Williams stated some of the past Fulton County Engineers did not maintain the current Highway building, with the cost of building materials going higher this has increased the cost of a new building substantially.
County Highway Engineer Munter stated the roof is a concern and is an ongoing issue. There are structural issues with walls being out of plumb, a metal out building with the bottom rusted out including the support beams. A main issue is the salt shed, which holds 100 tons of salt and is one round of salt for the county trucks for the winter road conditions. The salt shed is empty and this is not logistically feasible to operate like this. With little snow during the winter of 2022, little salt was needed for Fulton County. The salt remaining needed to be relocated, tarps purchased and road crews worked to move the salt to another location, which was an additional cost and time lost. Munter stated 3 garage bays at the Highway building have been vacated for employees’ protection. This required man hours to relocate all the materials to a different part of the facility.
Munter stated a $100,000.00 roof job in 2020 would not have prevented the ongoing issues of today at the Highway building.
Munter discussed the Fulton County Highway Department crews assisted during the tornado by blocking roads. The biggest response road was Highway 14, after the power lines were shut off, there was a massive amount of chain saw work completed by crews. There was a minimal amount of damage to road signs after the storm that needed replaced.
County Clerk O’Brian inquired how the county can afford to wait a year to build a new building. County Highway Engineer stated in November 2021 he obtained Sourcewell contracts for $2.1 million, and there were many board members opposed to this option. The Highway building project was put out for bid and architect work and construction work needed to be done. Currently, there are some property and boundary issues being addressed. Munter stated if a bid were accepted today, he is not sure if a construction crew is available at this late date in the year to get the project started in 2023. The Highway trucks need to be stored inside for the winter.
Clerk O’Brian stated with $2,000,000.00 allotted for a building, has work been done to see what type of building can be obtained.
Munter stated the latest estimate for a facility is $3.8 million. Clerk O’Brian stated he would like to know what kind of building with heat can be obtained today. Munter stated the current facility would need to be torn down in stages for while the new facility to being built. The highway personnel need to be able to maintain roads for the county and continue all road work.
The Highway department does not have the additional $1.8 million needed to build a new facility and this will need to be addressed.
Preventable measure are being taken to keep employees safe at the Highway facility.
Treasurer Mayall inquired when the facility will begin construction.
Munter stated there is currently no timeline to start the building.
HEALTH
Member Thompson reported an RFP has been issued for the Wanderguard. The bid opening will be May 2 at the Health committee meeting.
No RNs have been hired with the $5.00 increase in pay.
FINANCE, INSURANCE, PERSONNEL, LEGISLATIVE
a. Discussion/Action: Disaster cleanup funds
Member Thompson discussed the Finance committee agreed to set aside up to $50,000.00 in public good Disaster Funds. The funds will be allocated from the Contingency Fund.
The Finance Committee approved $5,000.00 in immediate relief for dumpsters for the areas affected.
Member Kumer inquired if the $50,000.00 can be used for all of the disaster affected areas. Member Thompson stated yes.
Member Thompson discussed the Finance committee is asking the board if the Finance committee can oversee the $50,000.00 funds for the disaster relief for the good of the public.
Chairman Spangler discussed on April 7, 2023, he had a meeting with the Illinois Director of the Emergency Management Agency and the Mayor of Bryant, and it appears the State of Illinois is not going to assist the county with disaster funds. Chairman Spangler is hopeful for some reimbursement from the state and the tracking the expenditures is needed for possible reimbursement. The Mayor of Bryant conveyed at the meeting that their funds are depleted and additional funds are needed.
Member Williams inquired if anyone from the affected areas put debris in the dumpsters. Chairman Spangler stated yes, any from the affected areas can use the dumpsters at the locations.
Member Sloan inquired if the village of Bryant has a city council. Chairman Spangler stated the Village of Bryant has trustees.
Treasurer Mayall stated the $5,000.00 for the Village of Bryant will turn all claims or invoices into Treasurer Mayall to pay from the allocated funds.
Member Thompson moved to approve $50,000.00 for Disaster Funds for the good of the public from the contingency fund with a second from Member Southwood. Motion carried by roll call vote (15-0).
Member Thompson moved to approve the $5,000.00 for dumpsters for the Village of Bryant with a second from Member Southwood. Motion carried by roll call vote (15-0).
b. Discussion/Action: Resolution: $11,382.00 Immediate Emergency Appropriation from Unappropriated Funds in the General Fund to item #001-059-510100 Salary Deputy/Clerk/Secretary – moved from Consent
Member Thompson discussed changing the resolution and the funds coming from the General Fund from the Contingency Fund and the resolution will be amended as follows; $11,382.00 From: #001-021-590100 Contingency Fund To: #001-059-510100 Salary – Deputy/Clerk/Secretary.
Member Thompson moved to approve the amended resolution with a second from Member Southwood. Motion carried by roll call vote (15-0).
c. Discussion/Action: County General Loans Letter – Moved from Consent
Treasurer Mayall discussed that for the 2 or 3 years, the process has been different than the past. It used to be done by board resolution. The revenue and expense line items are now in County General for the transfers for mentally deficient and mental health, and are appropriated in the FY23 budget. Treasurer Mayall stated the Finance committee and Fulton County Board approved a letter be provided when the loan is given.
Member Murphy stated the mentally deficient and mental health needs to be financially responsible and this has been happening for years. Treasurer Mayall stated this needs taken to the boards of mentally deficient and mental health and discussed. Fulton County has a contractual agreement with mentally deficient and mental health board to pay for the services every month. Treasurer Mayall stated a fund cannot have a negative balance.
Member Heller moved to approve the County General Loans payment Letter with a second from Member McCullum. Motion carried by roll call vote (15-0).
PROPERTY, COURTS, PUBLIC SAFETY & CAMPGROUND
Member Williams reported Johnson Controls systems gave an estimate for the 32 smoke detectors at the courthouse and the cost is approximately $32,000.00. Bill Smick offered to pull the wiring for the smoke detectors project. Johnson Controls stated if the wiring is pulled, the cost for the smoke detectors installation would be approximately $21,000.00.
Central Windows Company looked at the courthouse front arched window for replacement and will provide an estimated cost.
The Jail sally port cost is approximately $80,000.00 to $90,000.00.
Quick Lighting provided an approximated cost for the outside lighting at the courthouse and Jail the cost is approximately $8,000.00. Member Williams stated Ameren does have grants available for lighting projects and the grants would need to be applied for.
The Life Safety Study for the courthouse will be done by Graham and Hyde and a date will be confirmed.
Member Berry stated he has Choice Building and Morton Building coming to give an estimate for the Sally Port at the jail.
EXECUTIVE SESSION: Closed Meeting Minutes 5ILCS 120/2(c) (21)
Member Murphy moved with a second from Member Thompson to go into executive session at
7:58pm. The motion carried by roll call vote (15-0).
Member Kumer moved with a second from Member Murphy to return to open session at 8:00pm. The motion carried by roll call vote (15-0).
MISC.
a. Discussion/Action: Review Executive Sessions
Member Kumer moved to approve to keep the Executive Sessions closed with a second from Member Murphy. Motion carried by roll call vote (15-0).
ADJOURNMENT
Time: 8:03pm
Member Heller made a motion to adjourn the meeting at 8:03pm with a second from Member Thompson. The motion carried with all present voting ayes (14-1) with Member McCullum voting nay.
_________________________________
Patrick J. O’Brian, Fulton County Clerk &
Ex-Officio Clerk of the Fulton County Board
C E R T I F I C A T I O N:
I, John Spangler, Chairman of the Fulton County Board, State of Illinois, do hereby certify that I have examined the record of the April 11, 2023 Regular Session of the County Board of Fulton County, Illinois and find the same to be true and correct to the best of my knowledge and belief, this day approve the same.
Witness this 9th day of May, 2023.
_________________________________
John Spangler
Fulton County Board Chairman
