Fulton County Board- Special Finance & Insurance Committee Meeting Minutes
Fulton County Board Office, 257 West Lincoln Street, Lewistown, IL 61542
Phone 309-547-0901- email email@example.com
Committee: Special Finance, Insurance, Personnel, Legislative Committee
Meeting Place: Fulton County Board Office, 257 West Lincoln St., Lewistown, IL 61542
Time: 6:00 pm
Date: August 22, 2023
Conference call Number: 1-720-843-2603
Access Code: 214 7365#
1. Call to Order
Barry Beck (present/xxxxxx)
Jared Heller (xxxxxx/absent)
Laura Kessel (xxxxxx/absent)
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
Staff: Audra Miles- Comptroller
Guests: John Meixner – Regional Superintendent of Schools and Dave Demler – Assistant Regional Superintendent of Schools.
2. Roll Call
Roll call was taken, quorum present
3. Call for Additions/Deletions To and Approval of the Agenda
Member Platt moved to approve the agenda with a second from Member Southwood. Motion carried by voice vote with all voting ayes.
4. Announcements, Communications and Correspondence – None
5. Public Comments – None
6. FY 2024 Budget
a. Discussion/Action: ROE Budget
John Meixner stated the ROE budget is based on a state statute percentage breakdown. The remainder of the funds for the budget are obtained from grants.
John stated Fulton County had the largest increase due to the PPRT received from the State of Illinois and this affects the percentage that Fulton County contributes.
The overall budget increase is a ½ percent increase from FY23. John discussed a senior staff member is retiring and this kept the budget increase to a minimum. The ROE budget supports 3 full time employees and 1 part time employee. The remainder of the employees are covered by grants.
Member Thompson inquired who does the ROE Health Insurance. John stated the health insurance is covered by Western Area Schools Health Benefits Plan and has been in existence for the last
30 years. The total budget for FY24 from Fulton County is $117,236.72.
Audra Miles, Comptroller, discussed the FY24 Budget and provided an updated General Fund report to the committee. The new deficit for FY24 is $429,001.00. This is largely due to the estimate for PPRT. There are changes to expenditures of $23,000.00, and a couple of additions to the Coroner’s budget due to the changes in the FY23 budget.
The Circuit Clerk audit change changed slightly due to the auditors bid.
The Assistant Public Defenders salary was updated to $75,000.00.
The Other Funds have been updated.
Treasurer Mayall discussed the estimate received from the Department of Revenue for PPRT is $3,768,097.00. This estimate is for the State of Illinois FY24 which is from June 30, 2023 to July 1, 2024. The PPRT amount is divided among County General, IMRF, Health Department and Social Security. The PPRT amount for County General is approximately $2.2 million. Treasurer Mayall recommended the PPRT budget of $3 Million due to the unknown amount for payment 7 from the state.
Member Thompson stated the current budget estimates do not include the employee salary increases for the union, and this will make the deficit larger. There is retro pay will be retro pay. Paid from a line item tin the Miscellaneous Fund
The FY24 budget will end up at approximately $16 million in expenses and the county needs 6 months in reserves per the financial policy. Member Thompson suggested leaving $1 million in Capital projects for FY24.
Treasurer Mayall stated when the union contracts get ratified, the back pay will be from December 1, 2022 to when the current contract is settled.
The Finance Committee agreed funds need to be put into contingency.
Miles discussed the non-union raises. Member Thompson asked for a list of non-union employees that raises will need to be determined for.
Member Thompson stated the jail meals bid process needs to start now to have a good idea for the FY24 budget.
Member Thompson suggested adding a zero revenue line item for the jail meals for the Clayberg.
Treasurer Mayall stated the Property Committee may want to see what the total cost and revenue is for the Jail meals and this would help tracking the costs.
Member Thompson discussed the Clayberg salaries are set and the budget is set around the salaries, this process needs to be done the opposite way, with the budget set and the salaries set around the budget.
Member Platt stated until the contract is ratified the salaries will be noted as 2023 in the Clayberg FY24 budget.
Treasurer Mayall discussed the Clayberg and IMRF have rules and parameters due a lot on contractual labor, and the pay raises directed by the Illinois Governor for Cures and Grants. This will raise the amount of IMRF the county pays out to an employee retiring. Treasurer Mayall has IMRF Legal reviewing this and will report back to the Finance Committee with the results.
Comptroller Miles suggested the Clayberg Administrator brings the suggested raises for non-union employees to the Finance committee and submit to the board for approval by resolution.
Member Thompson stated there will be a JAHIC meeting on September 27, 2023.
7. Old Business
a. Discussion/Action: RFP for Auditor
Member Thompson stated the only bid received for an Auditor was from Gray Hunter and Stenn, LLP.
Member Platt moved to approve the Gray Hunter Stenn, LLP for auditor with a second from Member Beck. Motion carried by roll call vote (4-0).
8. Executive Session – None
Treasurer Mayall inquired about the Timeclock Plus and the CIC software for programing all the accruals. Mayall does not have anything on file from the States Attorney or the Assistant Attorneys on vacation time. Member Thompson stated a list of employees will need to be provided and determined what time is provided. The Public Defender and Assistant Public Defender do not have any vacation time on file. Member Thompson stated Judge Ewing would make the decision for the Public Defender and all other issues will be presented to the Finance Committee.
Member Thompson inquired about the Clayberg using the biometric time clock. Member Platt will put this on the Health Committee for approval.
Member Southwood moved to adjourn at 7:23pm with a second from Member Beck. Motion carried by voice vote with all voting ayes.