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: June 8, 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 (present/xxxxxx)
Lisa Thompson (present/xxxxxx)
OTHER BOARD MEMBERS: Roger Clark
STAFF: Cindy Simpson – Fulton County Board Administrative Assistant, Audra Miles – Comptroller
ELECTED & APPOINTED OFFICIALS: Patrick O’Brian – County Clerk, Julie Russell – Supervisor of Assessment, Staci Mayall – Treasurer
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 Kessel. Motion carried by roll call vote (5-0).
4. Approval of Previous Minutes – May 4 and May 10, 2022
Member Duquenne moved to approve the minutes from May 4 and May 10, 2022 with a second from Member Beck. Motion carried by roll call vote (5-0).
5. Announcements, Communications and Correspondence
Clerk O’Brian discussed the insurance review for quarterly loss runs and would like to discuss the insurance review at the Finance meeting on July 6, 2022.
Member Kessel notified the Finance committee that she works in the SIU office in Canton, IL. Member Kessel stated she is not influencing the any committees to have meetings at the SIU office in Canton.
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 (5-0).
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 asked for guidance regarding the time line for the projects that have been approved to use ARPA Funds. The interest rates locally are currently stagnant. The government fund at Illinois trust is currently offering an interest rate of 2.04% and with the amount of ARPA funds that the county has this is a very significant amount of money in interest that can be earned. Mayall stated this is not a Certificate of Deposit. Member Spangler inquired what the rules are to pull the funds out of the Illinois Trust. Treasurer Mayall stated this depends on the amount of time the term limit was set for but this is usually not an issue to withdraw the funds.
Member Spangler stated the Fairgrounds and Scenic Drive will need the funds this summer. Very little will get done this year as bids are just being put out for the projects. The Sheriff and ESDA will need their funds more quickly.
The Treasurer will update the Finance Committee on the incoming statements that need ARPA Funds.
Treasurer Mayall inquired if the States Attorney is working on the contracts for the entities receiving funds. Member Spangler stated he sent the States Attorney the information on the contracts that are needed.
Treasurer Mayall discussed a proposal using ARPA funds to purchase a money counting machine. The machine counts money and detects counterfeit bills and helps eliminate human error. This eliminates the Treasurers staff from touching every bill and will save time. Treasurer Mayall consulted colleagues that have similar money counting machines and the other Treasurers are very happy with the performance of the equipment. Treasurer Mayall stated that all offices in the courthouse are welcome to use the cash counting machine.
The service agreement for the Tipton money counting machine is an additional $765.00 per year and for the next three years the total cost is $5,610.00.
Member Beck moved to approve using ARPA funds to purchase the Tipton cash counting machine and the 3 -year service agreement with a second from Member Thompson. Motion carried by roll call vote (4-1) with Member Duquenne voting nay.
b. Discussion/Action: Hiring County Administrator- Tabled
11. New Business
a. Discussion/Action: Resolution: Richard Casper – Reappointment – Fulton County Board of Review.
Member Thompson moved to approve the resolution with a second from Member Kessel. Motion carried by roll call vote (5-0).
a. Discussion/Action: FY23 Budget
Comptroller Miles discussed the General Fund was updated and the budget requests are due back on June 10, 2022. The department head meetings will start the week of June 20, 2022.
Miles will provide an update on the budget at the July 6, 2022 Finance meeting.
The Other funds budget information will be sent out next week.
a. Discussion/Action: Addendum to December 1, 2010 Intergovernmental Agreement Between FCRT and Fulton County
Comptroller Miles discussed the Addendum amends the Intergovernmental Agreement between FCRT and Fulton County. The FTA clauses per the Federal Grant needs to be in place by July 1, 2022. The agreement will be overhauled for the next grant year.
Member Duquenne moved to approve the Addendum to the December 1, 2010 Intergovernmental Agreement Between FCRT and Fulton County with a second from Member Thompson. Motion carried by roll call vote (5-0).
14. Treasurer Report
Treasurer Mayall reported County General expenditures of $893,441.41 and revenue is $2,118,122.27. The May surplus is $1,224,680.86 and the year to date surplus of $2,105,984.73. The PPRT payment received by Fulton County in May was $991,000.00.
Treasurer Mayall suggested removing funds from County General and investing the funds for future capital projects.
Member Spangler inquired if a Property fund has been set up for repair. Treasurer Mayall suggested moving the funds for Property fund repairs to a separate fund. This would help eliminate bonding for future big repair projects that are needed. Member Spangler inquired if Fulton County needs to bond for the remaining $1,000,000.00 for the Highway Department project or take the funds out of County General. Chairman Clark stated the Highway Department needs to bond the remaining $1,000,000.00. With the additional maximum rate of the levy funding being done this year the Highway Department will have the yearly funds for the bond payment.
Treasurer Mayall stated there are some major projects that are coming up and funds need to be set aside for these projects.
Member Beck asked Member Spangler to be excused from the meeting.
Member Thompson asked for a motor fuel tax budget for the county and townships. The budget needs to include what is expected in and out so this is transparent to the tax payers of Fulton County.
Treasurer Mayall stated this is in the financial reports every month. Mayall asked if Member Thompson wants to see a proposed budget with the number in the columns. Member Thompson stated yes.
Comptroller Miles inquired if the County Board controls these numbers. The budget is what the county board is in charge of and approves. Miles will confirm with the States Attorney if this can be included in the budget if the county board does not control the funds. Member Clark stated this will be looked into and communicated to Member Thompson.
The County motor fuel and township motor fuel is audited by IDOT. Member Thompson stated the county auditor noted no motor fuel tax budget included. Member Thompson stated the budget only needs to show revenue and expenditures and does not need to be itemized. Treasurer Mayall stated she has hard bound copies of the county audit and the Circuit Clerks audit if anyone would like to have a copy.
Mayall stated the county has several bank accounts that are not recorded in the audit from 2021.
15. Assessment Report
Supervisor of Assessment, Julie Russell, discussed the Farmland Assessment Rating committee had a meeting Monday to certify the values for all the soil types for Fulton County. The organizational meeting for the Board of Review took place the first Monday of June. This is a mandated meeting date set by the State of Illinois. The Board of Review welcomed Samantha Braden who replaced Jim Mitchell who served Fulton County for numerous years.
Russell received three PTAB (Property Tax Appeal Board) cases and submitted evidence to the Property Tax Appeal Board in Springfield, IL. The appeals received are for Peterson Health Care in Farmington, Family Video in Canton and a residential property in Canton.
All certificates of error, were turned over to the Treasurer and 99% are exemptions for seniors that are owner occupied residents.
Russell received from the Department of Revenue the Census data for the Multi Township Assessment Redistricting. This is done every ten years after the census. The last time this was done was 2012.
Russell discussed after receiving the paper work from the DOR, there should be six multi township assessments in Fulton County. Currently the county is operating with five. This is not a county error, this is a township error. The MTAD’s are to prepare a map of the county before August 1 of the year of the redistricting and submit this to the Fulton County Board. The DOR and township supervisors and the townships board of trustees in each township need to agree on the MTAD. If the township’s population is under 1000, that township has to join another township to create a MTAD. In 2012 Rick Regnier proposed six MTADs and five MTADs stand as they were. Part of the law states the township must reply back in opposition to what is being proposed or reply in favor of what is being proposed. The CCAO proposal stands by the law. Russell reviewed the old paperwork from ten years ago and everything was in order until August 2012 and then all correspondences disappears. Two townships did not reply and they are Buckheart and Farmers. Regnier proposed putting Buckheart with Banner and Liverpool townships and by law, Buckheart is supposed to be with Banner and Liverpool and no one in the townships are aware of this issue. Vermont is supposed to be in a MTAD and at this time Vermont is not in a MTAD. Vermont is currently a standalone township.
The majority of this stands on the townships to correct and rectify. Russell has to inform the township of this by Illinois state law. Vermont and Farmers need to get together and levy their taxes as an MTAD and the County needs to update the information to show six MTDAs. Russell confirmed that Fulton County does currently have five MTDAs with the County Clerk and the DOR.
Member Spangler asked what this does. Russell stated Fulton County has 26 townships and one additional township assessor that is in Canton. For the remainder of the Fulton County, the county is responsible for the MTDAs assessment. When Fulton County bills the townships for assessment work that was done, the MTDAs get billed together and pull from the entire EAV from the district that has been created so the fee can be equally shared by the MTADs.
Russell is considering having an informational meeting with the townships to discuss the issues.
16. Executive Session: None
17. Misc. None
Member Kessel moved to approve to adjourn the meeting at 6:42pm with a second from Member Duquenne. Motion carried by roll call vote (4-0) with Member Beck not present to vote.
Minutes F&I June 8 2022