Peoria Standard

Peoria County Ways and Means Committee met May 23.

Here is the minutes provided by the Committee:

Call to Order

The meeting was called to order by Chairman Mayer at 2:00 p.m.

Approval of Minutes

A motion to approve the minutes of April 25, 2017 was made by Mr. Fennell and seconded by Mr. Watkins. The motion carried.

Informational Items/Reports/Other Minutes/Updates

County Auditor

Mr. Rotherham advised that he took his staff member to an IMA (Illinois ManagementAccountants) Conference last week, where they heard the County's Chief Financial Officer, EricDubrowski, speak on ethics and fraud. He stated that staff will begin sampling certainexpenditures and will prepare a report of findings, and staff continues to review Heddington Oaksfinances.

County Clerk

Mr. Sonnemaker advised that reorganization of the office is taking place prior to remodeling and construction work.

Peoria County Election Commission

the year to date. He advised that registered voters in Peoria County total 122,000, a significant increase from past numbers, although he advised the number will drop as when the voter registration mailing takes place a number of those will become inactive. He stated that theCommission is currently processing nearly 2,000 National Change of Address forms received from the state.

Mr. Bride advised that he is tracking legislation which would allow automatic voter registration through the state, primarily through the DMV. He stated that the legislation would be advantageous for the Commission, as registrations would be received electronically, making for a significantly easier and more efficient process.

Brandywine Facility Update

Mr. Little advised that the Infrastructure Committee has recommended approval of a contract with Dewberry for a design RFP and construction management of the space on Brandywine Drive. The contract will move forward to the June County Board Meeting for final approval.

Finance

Mr. Dubrowski advised that the department continues work on the audits; fieldwork is complete and staff is currently preparing schedules. He also advised that work has begun on the rural transportation audit for State FY 2014 and 2015, with FY 2016 and 2017 upcoming. Mr. Dubrowski advised that the budget process is in its initial stages, and staff has requested information on revenues from offices and departments by June 16, 2017 and expenses by July 17, 2017. He stated that special budget related meetings are anticipated to be scheduled on July 13, 2017 and August 10, 2017 for revenues and expenditures respectively.

Mr. Dubrowski commented that the Finance Department has lost several positions due to budget cuts, those of Bookkeeper and an Accountant II position at Heddington Oaks. He also noted that the Purchasing Agent position has been split between the General Fund and Heddington Oaks. He advised that Randy Brunner, the Assistant Chief Financial Officer, is leaving the Finance Department to work at the Sheriff's Office.

Review of Utilization of Purchase Orders

Mr. Dubrowski advised that a significant improvement within the organization in purchase order compliance has been seen over last year. He stated that the use of purchase orders in Capital, construction and equipment in particular were more consistent in 2016. He stated that commodities and contractual services could use additional compliance and may require "rule of thumb" tips.

Mr. Dubrowski noted that purchase orders of separate boards and commissions such as the Peoria City/County Health Department, Care & Treatment Board, Veteran's Assistance Commission and the Emergency Telephone System Board do not appear and are not tracked in the County's financial system, and purchasing policies and procedures are governed by the policies of those boards and commissions.

In the Probation Services Fund, Mr. Dubrowski recommended investigating the use of purchase orders, using estimates, for counseling services, dependent child care and monitoring equipment. In the Juvenile Detention Fund, he recommended utilizing purchase orders, using estimates, for many of the services at the Juvenile Detention Center. He also noted that no operational purchase orders were issued in the Heddington Oaks Fund, although there are many exemptions. He recommended utilizing purchase order for medical equipment and contractual services, using estimates.

Regional Office of Education (ROE)

Ms. Derry provided an update on activities of the Regional Office of Education:

• Eighteen students graduated from the Peoria Regional Learning Center

• Sheila Quirk-Bailey, the new President of Illinois Central College, spoke with Peoria County

Superintendents last week on "early college", i.e. high school students graduating with at least 15 hours of college credit

• Efforts to transform underperforming Manual High School include a review of P-Tech School, which span grades 9-14 and in which graduation includes both a high school diploma and an Associates Degree

Ms. Derry discussed Alignment Peoria, a process and procedure to align community resources in support of Peoria Public Schools and their students. She advised that both she and County Board

Chairman Rand sit on the governing board of the organization, and the board is currently choosing action teams and operating board leaders to work on various projects. She commented that two projects that have been chosen to move forward are Student Health and Career & College.

Supervisor of Assessments/Board of Review

• Tax Cycle

Mr. Ryan advised that 2017 notices will be sent out in August. He advised that reorganization due to layoffs it taking place within the office.

• Board of Review

Mr. Ryan advised that Greg Fletcher is replacing Kristina Clore on the Board of Review and will begin June 1, 2017. He stated that Mr. Fletcher is a former member of the Board of Review and is a local, licensed real estate appraiser.

Board of Review Member Recruitment

Mr. Ryan advised that a legal notice will be published May 27, 2017 stating that a Board of Review exam will be given on June 21, 2017 at 9:30 a.m. at the Courthouse. Mr. Sorrel advised of targeting marketing to the Bar Association and Realtors Association as well.

Treasurer

Ms. Demetreas advised that the office is in the process of collecting real estate taxes and have completed over 400 batches and collected $37 million in real estate, $800,000.00 in garbage fees and $100,000.00 for railroad. She stated that first distribution will be June 22, 2017.

Veteran's Assistance Commission

Mr. Mayer noted the ceremony at the memorial which took place on May 22, 2017 in which a Purple Heart was returned. He stated that the VAC is following up in assisting the family of the veteran in obtaining replacements for other service medals earned but had been lost.

Legislative Update

Mr. Sorrel advised of important deadlines in both Chambers, with Friday of this week being the deadline for third reading, while May 31, 2017 is intended to be the end of the session, although he advised that is unlikely. He also noted that May 31, 2017 is the deadline for a simple majority of both chambers to pass a budget and send to the Governor. He commented that after next Wednesday a super majority of both chambers would be required to send a budget to the Governor.

He advised that after the deadlines pass, a complete list of bills currently being tracked will be included in the weekly update.

Resolution

• Monthly Delinquent Taxes

A motion to approve was made by Mr. Salzer and seconded by Mr. Watkins. The motion carried.

Adjournment

The meeting was adjourned by Chairman Mayer at 2:37 p.m.

http://www.peoriacounty.org/download?path=%2Fcountyboard%2FCommittee_Agenda_and_Minutes%2F2017%2FJune%2F27+-+Ways+and+Means%2FWays+and+Means+Agenda+6_27_17.pdf