Fulton County Board- Finance & Insurance Committee Meeting Minutes
Fulton County Board Office, 257 West Lincoln Street, Lewistown, IL 61542
Phone 309-547-0901-Fax 309-547-3326-email email@example.com
Committee: Finance/Insurance Committee
Meeting Place: Fulton County Board Office, 257 West Lincoln St., Lewistown, IL 61542
Time: 5:45 p m
Date: July 6, 2022
CALL IN INFORMATION:
Call in number: 425-436-6352
Meeting code: 262 8269#
1. Call to Order
Barry Beck (present/xxxxxx)
Susan Duquenne (present/xxxxxx)
Laura Kessel (present/xxxxxx)
BJ McCullum (xxxxxx/absent)
John Spangler (xxxxxx/absent)
Lisa Thompson (present/xxxxxx)
OTHER BOARD MEMBERS: Roger Clark
STAFF: Cindy Simpson – Fulton County Board Administrative Assistant, Audra Miles – Comptroller – by phone
ELECTED & APPOINTED OFFICIALS: Patrick O’Brian – County Clerk, Julie Russell – Supervisor of Assessment, Staci Mayall – Treasurer, Charlene Markley – Circuit Clerk
2. Roll Call
Roll call was taken, quorum was present
3. Call for Additions/Deletions To and Approval of the Agenda
Member Thompson moved to approve the agenda with a second from Member Duquenne. Motion carried by roll call vote (5-0).
4. Approval of Previous Minutes – June 8 and June 14, 2022
Member Thompson moved to approve the minutes from May 4 and May 10, 2022 with a second from Member Beck. Motion carried by roll call vote (4-0).
5. Announcements, Communications and Correspondence – None
6. Public Comments – None
a. Discussion/Action: Claims
Member Beck moved to approve the claims with a second from Member Duquenne. Motion carried by roll call vote (4-0).
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 funds
Treasurer Mayall discussed States Attorney Jochums is working on Governmental agreements for the ARPA funds distribution and streamlined the process. Treasurer Mayall discussed the first ARPA claim is for Sheriff Standard and is for a software project. Mayall stated she will provide invoices at the Finance meeting and the claims will be processed as normal. A line item will not be created for each of the projects.
Treasurer Mayall discussed bills that come in after the monthly meetings will be paid and Treasurer Mayall will provide invoices at the next Finance meeting.
Clerk O’Brian inquired with the Finance committee if new requests are still being considered for ARPA funds.
Member Kessel stated if requests come into pass the request along to the Finance committee for consideration.
Treasurer Mayall stated currently there is approximately $906,000.00 remaining ARPA funds to be allocated.
Member Beck discussed he has been approached for a track project for the South Fulton Sports Co-op. The project will be discussed at the August 4, 2022 Finance meeting.
Member Thompson moved to approve the ARPA claim for $27,400 for Tyler Technologies with a second from Member Duquenne. Motion carried by roll call vote (4-0).
11. New Business
a. Discussion/Action: Resolution: Collect Real Estate Taxes from State Property
Treasurer Mayall discussed this is the collection of property taxes. This resolution is for State owned lease hold property. The person who is renting the property is in charge of paying the property taxes. If the person renting the property does not pay the taxes Fulton County cannot sell the property as the property is owned by the State of Illinois. The Treasurer informed the State of Illinois that the individual has not paid the property taxes.
Treasurer Mayall stated this individual has not been paying the State of Illinois rent for the property. The State of Illinois indicated the county can go after the individual for the uncollected property taxes. The Fulton County can collect the money owed for the property taxes from the crops that are harvested in the fall. Treasurer Mayall is not sure this will work but the county will try this option.
Member Thompson moved to approve the resolution with a second from Member Duquenne. Motion carried by roll call vote (4-0).
b. Discussion/Action: Quarterly Review of Work Compensation and Casualty Insurance
Clerk O’Brian introduced Jim McCurry from IPRF discussed the goal is to get a safety committee in place. One of the goals is to improve safety in Fulton County to help lower the cost of work compensation claims.
From the General Liability side, this tightens up the operation so there are fewer areas of concern. The safety program would benefit the employees and employer by reducing the number of claims and the amount of loss time at work. This is beneficial for the county when it is time to renew insurance policies and helps lower premium costs.
Clerk O’Brian suggested to use the Finance committee as this committee meets the most. If the item is put on the Safety Committee, the Safety Committee would need to then send the end result to the Finance committee to approve. This would help eliminate having two committees review the information.
Member Duquenne inquired what procedures does Fulton County have in place for the accidents policy and procedures regarding forms or incident reports. Clerk O’Brian stated that for accidents, policy and procedures are in place. Currently, the county needs prevention and incentives to prevent accidents. Jim stated that IPRF has electronic training for the workplace and there is a comprehensive library of videos and online training that is provided for IPRF members free.
Clerk O’Brian discussed this would be reviewing loss runs quarterly by the Finance committee and turning the information over to the County Clerk to execute the action needed.
Clerk O’Brian suggested an incentive for employees to attend safety meetings and quarterly meeting to target where the losses are coming from. The department heads can utilize any down time for safety training with their employees.
Clerk O’Brian is looking to add this as an agenda item to the Finance committee.
The goal is to implement policy and procedures and to improve safety in Fulton County.
Member Thompson moved to approve adding Liability Risk Management to the Finance Agenda with a second from Member Beck. Motion carried by roll call vote (4-0).
c. Discussion: 2022 Fulton County MTAD Redistricting Proposal
Julie Russell Supervisor of Assessment discussed certified letters were sent to approximately 60 individuals regarding MTAD changes. This is fulfilling the statutory obligation to notify the Fulton County Board and will be included in the Fulton County Board materials. A redistricting timeline has been included in the information that was mailed out and what action needs to be completed and the completion date.
This is done every 10years and this serves as a guideline to the MTAD. A GIS map is included in the information. If any board member has Township supervisors that have questions, have them contact Julie Russell at the Assessment office. Letters were sent via certified mail to each Township supervisor, Township board of trustee, each Multiple Township district, the one township assessor and the Fulton County Board.
a. Discussion/Action: FY23 Budget
Comptroller Miles discussed there are a few budgets still outstanding and are ROE, Group Insurance, Contingency, Tourism & EDC, Court Services – Court services line item and ESDA.
There are additional department budget meetings scheduled for next week.
Miles left the bargaining unit salaries the same due to ongoing negotiations.
The non-union salaries have been requested by the department head or raises will be requesting soon.
The elected officials whose salaries have been approved by the board have been updated and include the Treasurer, County Clerk, Sheriff, Public Defender and States Attorney.
General revenue has been updated with the preliminary recommendations and will continue to be updated each month.
The overall consensus is that costs for FY23 are increasing due to fuel costs, supplies and materials or goods.
Miles discussed County motor fuel and the recommendation is not to include this in the FY23 budget. Member Thompson stated from the email there is a misconception and she is fully aware that IDOT holds the Highway Department responsible for the motor fuel and is approved by IDOT. Member Thompson is not looking for accountability. The general idea is to provide transparency to the tax payers of Fulton County and to show the revenue and expenditures. Member Thompson provided examples of other counties motor fuel budget the budgets are not detailed.
Member Beck discussed the budget for a town did state the amount that was being spent and how much of the funds were being spent on snow removal and road work.
Miles stated that each resolution that the board approves states what project the money is being spent for.
Member Kessel inquired if a motor fuel budget can be done and it does not seem like a big ask.
Chairman Clark will discuss the motor fuel budget with the Highway Engineer Munter.
Miles discussed that for FY23 the other bank accounts have been added the financials funds 89 – 95, and asked if the Finance committee wants these funds added to the end of the budget. Miles did confirm with the Auditor and the auditor does not have an opinion one way or the other. Treasurer Mayall discussed this may be a challenge for the departments to estimate what funds will come into 89 – 95 next year.
Circuit Clerk Markley stated the Child support is in the budget for FY23.
Member Thompson feels this should be in the budget. Clerk O’Brian stated the numbers are in the financials each month under other accounts under the fees accounts. This would be a redundant and the consensus of the Finance committee is not to include this in the FY23 budget.
Miles discussed at the end of last year, Mental Health did not have enough funds to pay the loan to the working cash fund and was short $10,000.00.
Clerk O’Brian discussed the Mental Health fund can levy for additional funds. Clerk O’Brian advised Miles to have Mental Health put this in the levy to be recouped to the working cash fund.
Miles will send another draft of the budget once the additional departments have had their budget meetings.
The Other Funds budget should be completed by the August 3, 2022 Finance meeting.
Member Thompson stated currently the new budget indicates approximately $326,000.00 over the FY22 budget.
Miles stated the projected amount for PPRT could be about $4,000,000.00 for FY22.
The fiscal year ended June 30, 2022 and the reports are being worked on and are due July 31, 2022.
14. Treasurer’s Report
Treasurer Mayall reported County General expenditures of $985,453.24 and revenue is $1,328,563.23. The June surplus is $343,109.99 and the year to date surplus is $2,449,094.72.
15. Assessment Report
Julie Russell Supervisor of Assessment, reported the cycle three quad factor is going on and the commercial special evaluation appraisals are being done.
16. Executive Session: Real Estate Matters: 5ILCS 120/2(c)(5) Pulled
Clerk O’Brian discussed this is not sensitive and recommended to pull the item. Chairman Clark and Clerk O’Brian received a recommendation from the architect not to proceed with the purchase of the property.
a. Discussion/Action: Offer on Fred Palin Property (Old Dollar General)
Member Duquenne moved to approve not to proceed with the purchase of the old Dollar General Store in Lewistown with a second from Member Thompson. Motion carried by roll call vote (4-0).
Member Arnett discussed getting a generator for the courthouse. Member Kessel asked that Member Arnett bring this item back to the Finance meeting on August 3, 2022.
Member Duquenne moved to adjourn the meeting at 7:01pm with a second from Member Thompson. Motion carried by roll call vote (4-0).