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: August 1, 2023
1. Call to Order
Time: 6:30pm
MEMBERS:
Barry Beck (present/xxxxxx)
Jared Heller (xxxxxx/absent)
Laura Kessel (present/xxxxxx)
BJ McCullum (xxxxxx/absent)
Brian Platt (present/xxxxxx)
Lauren Southwood (present/xxxxxx)
Lisa Thompson (present/xxxxxx)
Other Board Members: None
Elected & Appointed Officials: Staci Mayall – Treasurer, Charlene Markley – Circuit Clerk, Julie Russell- Supervisor of Assessment
Staff: Audra Miles- Comptroller
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 Kessel moved to approve the agenda with a second from Member Beck. Motion carried by voice vote with all voting ayes.
4. Approval of Previous Minutes – July 5, 2023 and July 11, 2023
Member Kessel moved to approve the minutes from July 5, 2023 and July 11, 2023 with a second from Member Southwood. Motion carried by voice vote with all voting ayes.
5. Announcements, Communications and Correspondence
A. Special Finance meeting August 22, 2023 at 6:00pm at the Fulton County Board Office – Auditor bidders present
6. Public Comments – None
7. Claims
a. Discussion/Action: Claims
Member Platt moved to approve the claims with a second from Member Beck. Motion carried by roll call vote (5-0).
b. Discussion/Action: Claims ARPA
Member Platt moved to approve the ARPA claims with a second from Member Southwood. Motion carried by roll call vote (5-0).
Transfer of Funds – None
c. General Funds Transfers
d. Other Funds Transfers
8. Immediate Emergency Appropriation(s)
a. General Funds Immediate Emergency Appropriations
i. Discussion/Action: Resolution: $21,125.00 unappropriated funds in the General fund to Sheriff’s Department Fund for Auto Purchase line item
#001-008-570100
Member Beck moved to approve the resolution with a second from Member Southwood. Motion carried by roll call vote (5-0).
b. Other Funds Immediate Emergency Appropriations
i. Discussion/Action: Resolution: $10,000.00 Immediate Emergency Appropriation from the Camping and Recreation Fund Unappropriated funds to Campground Maintenance & Management line item #046-102-565424
Member Southwood moved to approve the resolution with a second from Member Platt. Motion carried by roll call vote (5-0).
ii. Discussion/Action: Resolution: Create Expenditure line item Local Tribal Consistency Fund #099-155-575100 for K-9 Expense $15,000.00 from unappropriated funds
Member Southwood moved to approve the resolution with a second from Member Beck. Motion carried by roll call vote (5-0).
iii. Discussion/Action: Resolution: Create Expenditure line item within Local Tribal Consistency Fund #099-155-560100 Equipment line item for $35,000.00 from unappropriated funds
Member Southwood moved to approve the resolution with a second from Member Beck. Motion carried by roll call vote (5-0).
9. Old Business
a. Discussion/Action: Opioid Settlement Fund $80,129.00 recommendation – tabled for the August 8, Finance meeting.
The number of doses of Narcan that are needed and the shelf life of Narcan needs to be determined prior to the funding being distributed.
b. Discussion/Action: Retirement Recognition Policy funding and assignment
Member Thompson stated funds needs to be appropriated. Member Thompson suggested $500.00 per year from the 016 County Board Fund. The Comptroller will order the plaques using the county credit card. The Administrative Assistant to the Board will do the certificate for the retirement recognition.
Member Beck moved to approve the Retirement Recognition Policy funding with $500.00 in the line item with a second from Member Southwood. Motion carried by roll call vote (5-0).
c. Discussion/Action: RFP for Auditor
Treasurer Mayall stated one RFP was received from Gray Hunter Stenn, LLP. Mayall stated auditing firms are already stretched thin due to the ARPA funds received, causing many counties, towns and businesses to need complex audits.
There will be a special Finance meeting August 22, 2023 to approve the auditing bid.
10. New Business
a. Discussion/Action: Resolution: Authorizing Execution and amendment of Federal 5311 Grant agreement
Member Southwood moved to approve the resolution with a second from Member Platt. Motion carried by voice vote with all voting ayes.
b. Discussion/Action: Intergovernmental Agreement between Fulton County & MTAD #2 for assessment services
Member Southwood moved to approve the Intergovernmental Agreement between Fulton County & MTAD #2 for assessment services, with a second from Member Beck. Motion carried by voice vote with all voting ayes.
11. Budget
a. Discussion/Action: FY24 Budget
Comptroller Miles discussed the revised budget. The budget history report for the General Fund shows the Health Insurance Fund changed 15% last month. The General Revenue has been updated except for the PPRT as the PPRT estimates have not been published by the Department of Revenue.
In the General Fund, Miscellaneous Fund expenditures, the contribution for Spoon River Partnership for Economic Development for FY23 is $60,000.00. The FY24 recommendation is $40,000.00 and the decrease is due to the Hometown Consulting contract.
Member Kessel stated she felt the county was underpaying SPRED and the service is still needed.
The Timeclock Plus and software charges will be in one line item.
WebEx was paid for from the computer fund in FY23 for 5 licenses. It was discussed if WebEx is still needed.
The County Administrator needs to be reviewed. Member Thompson stated she has not had time to work on this project and asked if the committee wants to leave this in the FY24 budget. The committee decided to leave the County administrator in the FY24 budget.
The Other Funds; the County Motor Fuel Fund will be included in FY24.
The Animal Control Population Fund current budget is $14,500.00.
Comptroller Miles stated Fund 100 is new for FY23 and asked if the fund needs to be included in the FY24 Budget. Treasurer Mayall stated this is a sale in error fund. Member Thompson would like this fund included in the FY24 budget.
The Veterans Assistance Commission Fund will be removed from the FY24 budget. The VAC approves the budget not the Fulton County Board due to changes in legislation.
The campground mileage and per diem was discussed, and the mileage and per diem should be charged the same as the Clayberg. Currently, the Campground is combined with Property and Public Safety. The campground is currently not paying for any mileage and per diem. The committee decided to charge the campground one mileage and per diem per quarter.
The campground audit is currently being paid for by the county and it was discussed if the campground pay their share of the audit charge similar to the Clayberg, Health Department and ETSB.
The GIS Department for FY23 was not formed and it was discussed if the committee wants the GIS Department in the FY24 budget. Supervisor of Assessment Julie Russell stated this may be still in the works for Fulton County. This will be kept in the FY24 Budget.
Member Thompson inquired about the $200,000.00 in the Highway budget for maintenance. Miles stated this is part of the building fund from the new tax levy for the new building and Miles will confirm this with County Engineer Munter.
Member Thompson inquired with the Circuit Clerk about Court Automation Fund and Circuit Clerk both have salary line items that are not being used.
Charlene Markley, Circuit Clerk, stated the Court Automation Fund was used for the 9th Judicial IT person, and the Chief Judge from the 9th Circuit has to approve all usage from this fund. When the courts switched to PC Jems, software maintenance is not needed and the IT person fees are not currently needed.
The Electronic Citation Fund 75 has a $10,000.00 in expenditures. Comptroller Miles will inquire with Sheriff Webb what the funds are being used for and will report back to the committee.
The Clayberg Bond Fund was $900.00 over and there was only $200.00 in the funds. Treasurer Mayall stated she moves money to the bond fund 2 times a year to pay the bond.
Member Kessel stated the medical director at the Clayberg is only being paid $500.00 a quarter. For a Doctor’s time, this needs to be increased. Member Platt stated he believes there is a written agreement due to IDPH regarding the payment.
12. Safety – Liability Insurance Risk Management – None
13. Transit – None
14. Treasurer’s Report
Treasurer Mayall reported for July, County General expenditures were $938,101.85 and revenue was $1,462,421.17. The surplus for July is $524,319.32. The current yearly surplus in County General is $1,997,813.69. The PPRT amount received helped the General Fund have a surplus in July.
Mayall stated the county’s assets are over $9.6 million. The Treasurer stated she is glad to see money going into Contingency Funds for issues that needs to be rectified.
ARPA interest earned is over $200,000.00.
The second installment of Property Taxes is due September 1, 2023.
15. Assessment Report
Julie Russell, Supervisor of Assessment, reported the cell tower project work is completed and there are 52 cell towers in Fulton County. The cell towers will add an additional $1.75 million in market value, which is approximately $584,000.00 in assessed value.
Russell is working through the commercial appraisals for Fulton County.
The Section 515 houses appraisal is completed and the final appraisal will start at Vistra. All appraisals are based on January 1, 2024 and as of this date, the super structure and stacks at Vistra will be destroyed. The remainder of the buildings are maintenance and farm buildings to be assessed. Since 2019, the value has decreased 40%.
Personnel, Legislative
16. Appointments
a. Discussion/Action: Resolution: Warren Wolf – Commissioner Reappointment – Liverpool Drainage & Levee District
Member Kessel moved to approve the resolution with a second from Member Southwood. Motion carried by voice vote with all voting ayes.
b. Discussion/Action: Resolution: Eric White – Commissioner Appointment Thompson Drainage and Levee District
Member Kessel moved to approve the resolution with a second from Member Platt. Motion carried by voice vote with all voting ayes.
17. Old Business – None
18. New Business
a. Discussion/Action: Amendment Rules of Order 8-8-23
This amends the public speaking and removes the limiting one person speaking on the same topic.
Member Kessel moved to approve the Amendment Rules of Order 8-8-23 with a second from Member Platt. Motion carried by voice vote with all voting ayes.
19. Executive Session – None
20. Misc.
Member Kessel stated she has a couple of invoices from vendors that need to be paid the day of the 200th Anniversary celebration.
21. Adjournment
Time: 8:18pm
Member Kessel moved to adjourn at 8:18pm with a second from Member Beck. Motion carried by voice vote with all voting ayes.
