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 Courthouse, 100 N. Main St., Court room 201, Lewistown, IL 61542
Time: 5:45 pm
Date: September 13, 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) – by phone arrived at 5:47pm
Laura Kessel (present/xxxxxx) – by phone
BJ McCullum (present/xxxxxx)
John Spangler (present/xxxxxx)
Lisa Thompson (present/xxxxxx)
OTHER BOARD MEMBERS: Nestor Madson, Roger Clark, John Taylor, Dan Kumer
STAFF: Cindy Simpson – Fulton County Board Administrative Assistant, Audra Miles – Comptroller
ELECTED & APPOINTED OFFICIALS: Patrick O’Brian – County Clerk, Julie Russell – Supervisor of Assessment, Charlene Markley – Circuit Clerk, Jeff Standard –Sheriff by phone
GUESTS: Jon Webb
Media: Mark Bixler – BYS, John Froehling- Fulton Democrat
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 Beck. Motion carried by roll call vote (6-0).
4. Approval of Previous Minutes – No Minutes
5. Announcements, Communications and Correspondence – None
6. Public Comments – None
a. Discussion/Action: Claims
Member Thompson moved to approve the claims with a second from Member McCullum. Motion carried by roll call vote (6-0).
8. Transfer of Funds
a. General Funds Transfers
b. Other Funds Transfers
9. Immediate Emergency Appropriation(s)
a. General Funds Immediate Emergency Appropriations
i. Discussion/Action: Resolution: $5,000.00 Immediate Emergency Appropriation from Unappropriated Funds in the General Fund to Animal Control Fund item #001-074-570100 Vehicle Purchase
The budget was only $24,000.00.
Member McCullum moved to approve the resolution with a second from Member Beck. Motion carried by roll call vote (6-0).
ii. Discussion/Action: Resolution: $29,700.00 Immediate Emergency Appropriation from Unappropriated Funds in the General Fund to Property & Grounds Fund to item #001-048-570152 Jail Improvements-DCEO Grant
Treasurer Mayall discussed this is a grant that Sheriff Standard received for the Jail parking lot. The funds received did not cover the project. Comptroller Miles stated there are other funds within the Sheriff’s budget that have funds remaining but it was cleaner to do the funding this way instead of taking money from several different funds. The remaining funds in the Sheriff’s budget will go into the General fund at the end of the FY22. By completing the appropriation this will show the true cost of the project.
Member McCullum asked for additional information on the project. Sheriff Standard stated there was additional work that needed to be done. Sheriff Standard stated the grant was received in December 2021 but the project did not get started until May 2022 due to the oil supply. There was curbing that needed to be fixed that the City of Lewistown would not fix. The additional curbing work was one factor that put the project over budget. Standard stated it made sense to do the curbing to complete the project and all work was just completed.
Member Beck moved to approve the resolution with a second from Member Duquenne. Motion carried by roll call vote (6-0).
b. Other Funds Immediate Emergency Appropriations
10. Old Business
a. Discussion/Action: ARPA
• County Clerk’s Proposal for new election voting machines
Clerk O’Brian discussed the need for new election voting machines. The election equipment was going to be purchased 2019 but was delayed.
The election machines that are currently being used are just about obsolete. O’Brian received a quote but an RFP will be done for the new voting machines. The anticipated cost is from $425,000.00 to $500,000.00. O’Brian stated there was a public hearing for bond that was done in October 2019 and the bond is valid until October 8, 2022. The proposed bond amount was $365,000.00. The County Clerk is proposing and additional $200,000.00 from the ARPA funds for the election machines.
Member McCullum inquired why the big jump in the election machine expense. O’Brian stated this is due to the increased inflation cost of the machines. The reason for an RFP to help with the cost for
40 election machines. Clerk O’Brian stated there are 33 polling place, 4 machines used at the courthouse for early voting, grace period voting at the Health department and 2 extra voting machines for election day for any issues that may occur.
Member Thompson inquired about the reorganization for precincts for 2023. Clerk O’Brian stated this is still being considered. Member Thompson stated there is a request for $200,000.00 of ARPA funds for the project and the Finance Committee does not know what the cost of the project is. Clerk O’Brian stated he does not want to bid the project and the Finance committee not allocate any funds for the voting machines.
Member McCullum inquired how many precincts might be consolidated. Clerk O’Brian stated there are three precincts being considered for consolidation. Clerk O’Brian stated one obstacle is every township has to have a precinct and these cannot be combined.
Member Thompson inquired if the plan is to use the new election machines for 2022 election. Clerk O’Brian stated the plan is to use the new machines in April 2023 as this is usually a lower voter turnout.
Clerk O’Brian discussed the Public hearing from October 2019 will expire October 8, 2022. If new election equipment is decided on after October 8, 2022 another public hearing will be needed for the bond.
Clerk O’Brian stated there will be cost savings from the RFP. Clerk O’Brian is only asking an allocated amount up to $200,000.00 and this would allow for any overage from the previously bonded amount.
Member Thompson inquired if the remaining $615,000.00 ARPA funds could be allocated to capital projects.
Member Kessel stated some of the ARPA funds should be used for the Health department and The Clayberg.
Treasurer Mayall inquired about the funding for Cass Putman from the ARPA funds of $9,500.00.
Mayall needed some direction on what needs to be in the Intergovernmental agreement with Cass Putman.
Member Thompson stated the Finance committee needs to be careful about providing funds for insurance money as this may go back to the Cass Putman Trust and could potentially not used for Cass Putman rescue. The committee reallocated the money for Cass Putman for fuel and vehicle maintenance.
Treasurer Mayall discussed the ARPA funds for the new Payroll software that have not been allocated. Originally this was to be allocated in the Capital projects but was not indicated. Member Spangler agreed this was not stated but the funds of $30,000 were approved to be used for payroll software.
Member Thompson moved to approve the APRA funds for new election machines up to $200,000.00 with a second from Member McCullum. Motion carried by roll call vote (6-0).
Member McCullum moved to approve ARPA funds of $30,000.00 for new payroll software with a second from Member Thompson. Motion carried by roll call vote (6-0).
11. New Business
a. Discussion/Action: Release of RFP for new voting machines
Member Thompson moved to approve release of RFP for new voting machines with a second from Member McCullum. Motion carried by roll call vote (6-0).
b. Discussion/Action: Bond issuances up to $315,000.00 for new election voting machines Pulled
12. Budget – None
13. Transit – None
14. Treasurer’s Report – None
15. Assessment Report
Julie Russell Supervisor of Assessment, discussed the MTAD (Multi township Assessment District)
The first statutory date is September 15, 2022. This date is the date all townships have to accept, reject or propose an alternate recommendation to the MTAD. Currently, Russell has three MTAD’s that are in limbo. MTAD #3 has been operating as Banner township and Liverpool township both need to join Buckheart township as one MTAD.
Vermont and Farmers township were proposed to be together as their own MTAD. This was proposed to keep the village of Table Grove together and avoid splitting Table Grove down the middle North to South by township lines. Russell stated keeping Table Grove as one is for the sake of the EAV and billing Table Grove.
Russell stated Vermont does not want to be with Farmers Township. Vermont did send correspondences that they would like to join MTAD #5. Letters were received by Russell that MTAD #5 does not want Vermont in their MTAD. October 1, 2022 is the next statutory date Russell has until this date to review all MTAD proposals. Russell stated if nothing is resolved the Fulton County Board will have to hold a public hearing to settle the discrepancy with the MTAD prior to November 15, 2022.
16. Executive Session – None
17. Misc. – None
Member Beck moved to adjourn the meeting at 6:23pm with a second from Member McCullum. Motion carried by roll call vote (6-0).
Minutes FI Sept 13 2022