Peoria Standard

Leads/Fulton County Finance & Insurance Committee met May 31.

Here is the minutes provided by the Committee:

1. Call to Order

Time: 5:30

2. Roll Call

Doug Manock (absent) excused

Garry Hensley (absent) excused

Jason Myetich (present)

Eric Pigg (present)

Warren Potter (present)

Roll call was taken, Quorum was made

OTHER BOARD MEMBERS: Bob Bucher – Fulton Co. Board Chairman

STAFF: Audra Miles – Administrative Comptroller, John D Young – Executive Asst. FCB

Trudy Williams – Admin. Asst. Reba Ford – Lead Assessor

ELECTED & APPOINTED OFFICAILS: Staci Mayall – Co. Treasurer, Jim Nelson – Co. Clerk

3. Call for Additions/Deletions To and Approval of the Agenda

Dan Kieswetter to request a two year extension as the county Property and Casualty agent of record under Announcements, Communications and Correspondence. Chairman Bucher to inform committee on Ameren Project also under Announcements, Communications and Correspondence.

Member Pigg moved to accept the agenda as amended with a second from Member Potter. No Discussion was made. Motion carried by voice vote with all voting ayes.

4. Approval of Previous Minutes – May 8, 2018

Member Pigg moved to accept the minutes as presented with a second from Member Potter. No Discussion was made. Motion carried by voice vote with all voting ayes.

5. Announcements, Communications and Correspondence

Bucher described a letter from Ameren which outlined their upcoming projects on gas line work in the Lewistown area.

Kieswetter offered a report on the savings on property/casualty and workman’s comp the county has had since he took over as agent of record, asking to have his contract extended for two years. Kieswetter added that a majority of the savings came from workman’s comp claims falling off the books. It was pointed out that a three year cycle is beneficial for leverage and transparency. Further, bidding every year will dissuade companies from bidding at all, as there is a lot of time, money and work involved in the bidding process. Bucher pointed out companies need time to recoup costs of bidding. General discussion on the process of audits and claims was made, after which Kieswetter was invited back to the next meeting for further discussion and possible action upon his request.

6. Public Comments – None

7. Consent Agenda Items

a. Claims

Member Pigg moved to approve the Claims with a second from Member Potter. No Discussion was made. Motion carried by voice vote with all voting ayes.

b. Reports – None

c. Other Reports – None

8. Transfer of Funds

a. General Funds Transfers

b. Other Funds Transfers

i. $1,250.00 From: #060-550.150-116 Software

To: #060-510.104-116 Salary – Zoning

$1,250.00 From: #060-550.160-116 Licensing

To: #060-510.104-116 Salary – Zoning

Member Pigg moved to approve the Resolution to moved funds from software and licensing to salary in Zoning with a second from Member Potter. Nelson pointed out this was not a new hire, but the money would be used to supplement paying a current Health Department employee for the Zoning back-up position and no money would be coming out of the General Fund. No Discussion was made. Motion carried by voice vote with all voting ayes.

9. Immediate Emergency /Appropriation(s) – None

a. General Funds Immediate Emergency Appropriations

b. Other Funds Immediate Emergency Appropriations

10. Old Business

a. Discussion/Action: IPRF Grant Application

Mayall reported that only the Highway Department had gotten back to her with information on their possible needs and would bring this back up next month after speaking with the Clayberg and Sheriff’s office.

11. New Business

a. Discussion/Action: Appointment – Samuel Swickard – Board of Review

Member Pigg moved to approve the Appointment of Samuel Swickard to the Board of Review with a second from Member Potter. No Discussion was made. Motion carried by voice vote with all voting ayes.

b. Discussion/Action: Re-appointment – James Mitchell – Board of Review

Member Pigg moved to approve the Reappointment of James Mitchell to the Board of Review with a second from Member Potter. No Discussion was made. Motion carried by voice vote with all voting ayes.

c. Discussion/Action: Re-appointment – Richard Casper – Board of Review

Member Pigg moved to approve the Reappointment of Richard Casper to the Board of Review with a second from Member Potter. No Discussion was made. Motion carried by voice vote with all voting ayes.

d. Discussion/Action: Treasurer’s Software Proposal

Mayall gave a review of the ongoing software issues that have been occurring since taking office, adding the addition of ADP had impacted the operation of her office and that payroll needs to be done in house. Mayall pointed out the cost of ADP at over $15,000.00 and Zorbrio at over $10,000.00 plus the full time clerk and my work makes this an easier decision. Mayall presented information from Computer Information Concepts – CIC on a system that is geared to county’s needs for financial software needs. Mayall and Nelson had thoroughly research the software, with Mayall and Hickle from A/P visiting Knox County to see the software at work. A general discussion on the problems the current software has caused the county over a six year period was made. Mayall added that she really didn’t want to spend the money but this conversion would pay for itself in two years and save the county money in a very short time plus give more accurate information.

Member Pigg moved to send to the full board for approval of entering into a purchasing agreement with CIC for new accounting/financial software with a second from Member Potter. No Discussion was made. Motion carried by voice vote with all voting ayes.

e. Discussion/Action: FY17-18 Audit – Draft

Mayall reported she was working with the auditor and Miles have reviewed the audit completely, finding two items for correction. Having spoken with the auditor, with further discussion to come on Monday to finalize the audit and will be sent electronically to the board members.

12. Transit

Miles said the 3rd Qtr. payment from the state was in but still waiting on a smaller one from the federal government.

13. Budget

Miles stated that budget planning workbooks would be going out in a week to ten days, asked for any direction from the committee on framework or items to be kept in mind. Mayall added that a report was being create showing budget and what was actually spent would be sent to the department heads to help them refine their budgets.

14. Treasurer’s Report

Mayall stated that $5.3 million had been distributed, with $146,767.63 going into the General Fund, but most of which was going out to cover A/P. Finally, tax collection was on-going.

15. Executive Session – None

16. MISC. – None

17. Adjournment

Time: 6:15 pm

Member Potter made the motion to adjourn with a second from Member Pigg at 6:15 p.m. The motion carried all ayes.

http://www.fultonco.org/may-31-2018-finance-insurance-committee-meeting-minutes/