Fulton County Board- 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: Finance, Insurance, Personnel, Legislative Committee
Meeting Place: Fulton County Board Office, 257 West Lincoln St., Lewistown, IL 61542
Time: 6:30 pm
Date: March 7, 2023
CALL IN INFORMATION:
Call in number: (720) 843-2603
Meeting code: 214 7365 #
1. Call to Order
Barry Beck (present/xxxxxx)
Jared Heller (xxxxxx/absent)
Laura Kessel (present/xxxxxx) by phone
BJ McCullum (present/xxxxxx)
Brian Platt (present/xxxxxx)
Lauren Southwood (present/xxxxxx)
Lisa Thompson (present/xxxxxx)
Other Board Members: None
Elected & Appointed Officials: Staci Mayall – Treasurer, Julie Russell – Supervisor of Assessment, Patrick O’Brian – County Clerk
Staff: Cindy Simpson – Fulton County Administrative Assistant
2. Roll Call
Roll call was taken, quorum present
3. Call for Additions/Deletions To and Approval of the Agenda
Member Thompson changed new business 11e amount to $86.00 and added ARPA claims 7b to the agenda.
Member Platt moved to approve the amended agenda with a second from Member Southwood. Motion carried by roll call vote (6-0).
4. Approval of Previous Minutes – February 7, 2023 and February 14, 2023
Member Beck moved to approve the minutes from February 7, 2023 and February 14, 2023 with a second from Member Southwood. Motion carried by roll call vote (6-0).
5. Announcements, Communications and Correspondence
Member Thompson stated that anyone is using a phone during a meeting can be interpreted as using text messages and the messages can be FOIA’d.
6. Public Comments – None
a. Discussion/Action: Claims
Member Southwood moved to approve the claims with a second from Member McCullum. Motion carried by roll call vote (6-0).
b. Claims – ARPA
Member Thompson discussed projects that have approved ARPA budgets, if the project is under budget, the amount remaining will be returned to the ARPA Fund.
Member Thompson asked Treasurer Mayall about the Fulton County Fair ARPA claims, if the HVAC system for the 4-H food stand and ventilation for the exhibit buildings is included.
Treasurer Mayall discussed the intergovernmental agreement between the Fulton County Fair and Fulton County states the funds can be used to construct a bathroom and shower house, HVAC system for the 4-H food stand and install ventilation equipment in the exhibit buildings at the Fulton County Fair Property in Lewistown, IL.
Treasurer Mayall discussed the Spoon River Drive submitted claims and the invoices are not definitive and Treasurer Mayall is working with Spoon River Scenic Drive Chairperson Arnett to resolve the issues.
The information provided from the entities needs to correspond with the bank statements and invoices provided.
Treasurer Mayall will confirm all funds that are allowed in the intergovernmental agreement with Fulton County and the Spoon River Scenic Drive.
Member Kessel stated the organization that is being provided the ARPA funds need to submit the proper information to the county to have a check issued.
Treasurer Mayall stated the Village of Bryant contacted County Clerk O’Brian regarding the drainage issue and the ARPA funds that were allotted will be sufficient for the drainage project.
Treasurer Mayall inquired if the Finance committee would like a monthly report about the ARPA funds projects that are completed and any surplus funds that are available. The committee agreed to have a monthly report from Treasurer Mayall.
Member McCullum moved to approve the ARPA claims with a second from Member Beck. Motion carried by roll call vote (6-0).
8. Transfer of Funds
a. General Funds Transfers
i. Discussion/Action: Resolution: $181.00 From: #001-016-510100 Salary-Deputy/Clerk/Secretary To: #001-016-535100 Office Supplies & Expense
Member Thompson discussed this was to recover funds from the name plates and plaques that were purchased for the County Board.
Member McCullum moved to approve the resolution with a second from Member Southwood. Motion carried by roll call vote (6-0).
ii. Discussion/Action: Resolution: Create Expenditure line item in the General
Fund #001-005-570203 for Lease Payment and Lease Agreement in the County
Coroner’s Fund $2,700.00 from Contingency Fund #001-021-590100
Member Beck moved to approve the resolution with a second from Member Southwood. Motion carried by roll call vote (6-0).
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 – None
11. New Business
a. Discussion: County Administrator Job Description
Member Thompson stated the county needs an administrator to partner with all the department heads and give the County Board a seat at the table.
Member Thompson discussed that there needs to be a consensus with all members about having an administrator, or this will not work.
Member McCullum stated there were 3 previous administrators and it did not work for the county. Member McCullum does not know what happened with the previous administrators, if it was due to job performance, not qualified or the wrong job fit, or if the administrator had a poor working relationship with the department heads.
Member Thompson stated the county should be able to find records on what the qualifications for the previous administrators were.
Member Thompson stated finding out on why the previous administrators did not work is imperative to hiring the next administrator. The cost for an administrator would be $100,000 or more per year.
The administrator should help cut department budgets and pull the department heads together for bi- annual meetings to discuss any issues within departments that need to be addressed with the Fulton County Board.
An administrator can help each of the offices and provide better services to the people and be a great partnership for everyone.
Member Thompson discussed the county needs to have an inventory of county property and a plan to replace property. There is currently no plan for the county’s future. A county multiyear budget plan is needed and communication is lacking and this is all day to day business issues that an administrator should be taking care of that.
Member Kessel stated that just because an administrator did not work in the past, does not mean it cannot work now.
Member Beck stated the previous administrator had issues communicating with all the departments. The administrator should not be given too much control or should not be the boss or supervisor over the department heads as a representive of the Fulton County Board.
Member Thompson stated it has to be clear the administrator is partnering with the department heads. The administrator position has to be a qualified to manage the county’s business and this needs to be unanimous.
Treasury Mayall asked if the job description could be shared with all the department heads. There is concern for an employee of the board and this is not replicating or duplicating the same job or eliminating a current job.
Mayall stated a streamlined process is key and the board having a level of engagement on the day to day interaction.
Mayall stated currently, the county has department heads that work together and are very passionate about their jobs. Mayall asked that the department head have a voice in the hiring process of the administrator’s position.
Member McCullum stated the hiring process needs to include all the department heads, the board members, and the executive committee. The interview process needs to be extensive search to essure Fulton County has qualified candidates for the job, which will allow the county to make a good decision.
b. Discussion: Data from counties of similar size with administrators
Member Thompson stated this is for information only.
c. Discussion/Action: Hiring a part-time county board admin assistant – Tabled
Member Thompson stated there will be more discussion for this position at the April Finance meeting.
County Clerk O’Brian gave an update on the former Fulton County Administrator. O’Brian stated previously there were 2 Administrative Assistants and the two divided the committee responsibilities.
Member Thompson stated this person needs to be able to do high level data studies, policy changes that will help the board make decisions.
Clerk O’Brian stated the previous two Administrative Assistants did research that was needed for committee meetings.
Clerk O’Brian stated other counties have an Administrator, HR or County Manager to assist with the day to day issues and the board needs.
Member Southwood stated the committee needs to review all the material and a discussion is needed on what positions the county would be hiring. There are new positions that have been created and old positions that need to be decided if they are needed. All the stakeholders involved need the facts before a decision can be made.
Member Platt stated he agreed with member Southwood.
d. Discussion/Action: Retirement Recognition Policy
Member Thompson this is a policy that is needed and stated there have been numerous plaques purchased without funds being available in the FY23 budget. This policy would give a proclamation and a certificate as retirement recognition for 10-years or more of service.
Member Southwood moved to approve the Retirement Recognition Policy with a second from Member Platt. Motion carried by roll call vote (6-0).
e. Discussion/Action: Resolution: Raising of the Recorder’s fee to $87.00 $86.00 due to the passing and signing of PA 102-1135
Clerk O’Brian stated the fees are collected by the recorder’s office and go into a Rental Housing Support Fund. There are currently 102 counties in Illinois and approximately 20 counties receive the benefits from this funding. Fulton County does not receive any funds. The Rental Housing Support Fund receives approximately $45,000.00 to $50,000.00 per year. IHDA (Illinois Housing Development Authority) is part of this process and by statute the county board needs to raise the fees and is a state law that is mandated to counties. The IHDA notice will be posted in the Recorder’s Office for 60days to notify the public that the recorder fees will increase by $9.00.
Member Thompson stated if a member disagrees with the law to write their State Legislator to protest.
Member McCullum moved to approve the resolution with a second from Member Beck. Motion carried by roll call vote (4-2) with Members McCullum and Platt voting nay.
f. Discussion/Action: 2022 Assessment Year Township Billing
Supervisor of Assessment Julie Russell discussed Fulton County has one township assessor for 26 townships. Fulton County does the job for the other 25 townships that do not have assessors and Fulton County bills for the assessor fees. Currently the fees are $45,921.50. The law states the Assessment office can bill for this service and letters need to be signed and sent from the Fulton County Board Chairman.
Member McCullum moved to approve the 2022 Assessment Year Township Billing with a second from Member Southwood. Motion carried by roll call vote (6-0).
g. Discussion/Action: TrueRoll Exemption Auditing Agreement
Supervisor of Assessment Julie Russell discussed the TrueRoll software purchase would help the Assessment office in maintaining accurate property tax rolls by identifying unqualified and unclaimed homestead exemptions.
Russell is requesting the use of ARPA funds of $16,245.00 to purchase this software for one year.
Russell stated that she would like to do a spot check with the software purchase every 5 years.
Member McCullum moved to approve the using ARPA funds to purchase TrueRoll Exemption Auditing Agreement for 1 year with a second from Member Beck. Motion carried by roll call vote (6-0).
h. Discussion/Action: Procurement Card – Austin Rhodes – Coroner
Treasurer Mayall discussed this Procurement card will replace the procurement card from former Coroner Steve Hines.
Member Southwood moved to approve the Procurement Card for Austin Rhodes Coroner with a $2,500.00 limit with a second from Member McCullum. Motion carried by roll call vote (6-0).
12. Safety – Liability Insurance Risk Management – None
13. Transit – None
14. Treasurer’s Report
Treasurer Mayall reported for February, County General expenditures were $1,053.440.61 and revenue was $863,732.29. The deficit for February is $189,708.32. The current yearly surplus in County General is $228,442.77.
Treasurer Mayall discussed Habitat for Humanity reached out to her regarding an adjacent property next to a lot in the City of Canton that was given to Habitat for Humanity. The adjacent property currently has unpaid property taxes due that have not been paid for many years. Mayall stated the property is in the trustee program and Fulton County does not have the deed to the property the Habitat for Humanity is looking at. The county could have the deed to the property soon if the property owner does not pay the back taxes by mid-summer. Mayall stated the goal for the trustee program is to get decrepit properties under new ownership and collection of property taxes.
Mayall discussed the trustee program, and anyone can participate except county employees or relatives of a county employee. A sealed bid for the property can be submitted. Habitat for Humanity can submit a bid during the sealed bid auction to try to obtain the property. Habitat for Humanity wants to rehab the home that is currently in the trustee program.
Treasurer Mayall asked the Finance committee to consider what to do with this property. The committee could ask Habitat for Humanity to submit a bid, or Fulton County could enter into an agreement with Habitat for Humanity to purchase the property, if the property owner does not redeem the taxes. The current taxes owed on the property are approximately $18,000.00 and have not been paid for the last 11 years. Fulton County could agree on a selling price for Habitat for Humanity to purchase the property if the property is not redeemed by the current owner. Mayall reached out to Meyers and Associates, who has the contract for Fulton County’s trustee program and asked what the average selling price has been for the last 5 years of similar properties.
Treasurer Mayall will provide this information to the Finance Committee when available.
Supervisor of Assessment Julie Russell, stated the risk is if a sealed bid is received for more money and the new owner sees the property and stops paying the taxes. The property then would go back into the trustee program and this is a vicious cycle with no property taxes being paid.
Member McCullum inquired if there is a negative side in changing this precedent to allow Habitat for Humanity this opportunity.
Treasurer Mayall stated there could be other organizations that would approach Fulton County to do the same process.
Treasurer Mayall will send additional information to the Finance Committee regarding the property, including the email from Habitat for Humanity.
Member Williams inquired what the assessed value on the property.
Julie Russell Supervisor of Assessment, stated she would be willing to give her opinion on the assessment of the property and the adjusted value.
Treasurer Mayall reminded the committee the minimum bid for seal bid is $800.00.
Member Thompson stated this item will be on the March 14, 2023 Finance meeting agenda.
Treasurer Mayall discussed the Local Tribal Assistance Funds. There are reporting requirements due by March 31, 2023, and Mayall will report that none of the funds have been spent.
Treasurer Mayall will discuss at future Finance meetings what the funds can be used for.
The Opioid Settlement Funds have been received by Treasurer Mayall, and States Attorney Jochums and Mayall anticipate more funds will be received from the pharmacies. Currently, approximately $80,000.00 has been received by Fulton County. Mayall stated the funds have to be spent for specific uses and Mayall will provide information for the uses. Mayall will need a decision on how the Finance committee wants to spend the funds.
The reporting requirements for the ARPA projects and expenditures report has changed. The US Treasury is requiring all sub-recipients and contractors are required to have a UEI number (Unique Entity Number) with the government for reporting purposes.
Treasurer Mayall will help any entities that do not have a UEI number obtain a number. This information is due to the US Treasury on April 30, 2023.
15. Assessment Report
Supervisor of Assessment Julie Russell reported the Assessment office lead appraiser reached out to Giant Goose Ranch to obtain access to the property for 2023 field work that needs to be done.
Russell anticipates Giant Goose Ranch will deny Fulton County appraisers access to the property. This attempt needs to be made, and if access is denied, an estimated assessment will be done.
The PTAB (Property Tax Appeal Board) cases are being received into the Assessment office.
a. Discussion/Action: Resolution: Eric Baker, John Vigna, and David Waller Re-appointment Spoon River Project #1 Drainage and Levee District
Member Platt moved to approve the resolution with a second from Member Beck. Motion carried by roll call vote (6-0).
17. Old Business – None
18. New Business – None
19. Executive Session – None
20. Misc. – None
Member Platt moved to adjourn at 8:15pm with a second from Member McCullum. Motion carried by roll call vote