Peoria Standard

City of Chillicothe Finance Committee met Oct. 15.

Here are the minutes provided by the committee:

The finance committee met on October 15, 2025, at 4:30 p.m., in the council chambers at City Hall. Present: Chairman Crabtree, Alderperson Semtner, Alderperson Levell

Also Present: Mayor Hughes, Office Manager Passage, Alderperson Connor, Alderperson Sharp

Chairman Crabtree called the meeting to order 4:30p.m.

PUBLIC COMMENT

No Public Comment

PURPOSE

Budget Review

Office Manager stated that the budget comparison report has been emailed. We are five months into the fiscal year and expense percentages should be at 41.65% or less to stay on track, unless there are one-time expenses or expenses that occur the first part of the fiscal year and balance out for the remaining of the year. The total of each department is in line with budget, however; there are a few line items that need to be monitored.

City hall staffing (Asst. Office Manager)

Alderperson Semtner shared a progress report on the recruitment process for the Assistant Office Manager role. A discussion was held regarding the office space need for an additional staff member. Mayor Hughes will discuss with the City Clerk the possibility of sharing her office. The consensus of the committee was to move this topic to the human resource committee.

Elected Officials Compensation

Office Manager Passage explained that elected official's compensation needs to be set at least 180 days before the next election. Therefore, the code needs to be reviewed to determine if any changes will be recommended. The consensus of the committee was to review this topic at a later date by holding a joint meeting with Finance and Human Resource Committees.

Community Solar Agreement

Chairman Crabtree explained the potential savings that was given by Ampion should the city enter into an agreement. He advised that he still has come concerns regarding the language relating to credits charged and earned and the amount of staff time it will take to reconcile the accounts with the potential savings. The consensus of the committee was to have Chairman Crabtree continue with his research and report back at the next meeting.

City Hall - Air Conditioning

Alderperson Semtner reported that he reached out to an air conditioning company regarding the need for new air conditioning unit at city hall. He reported they advised our city engineer would not be the appropriate person to determine this as it should be a company that installs said units. The consensus of the committee was to have Alderperson Semtner reach out to the company to do an analysis of the need at city hall and give a recommendation and report back to the committee.

City Hall Including asbestos/lead removal

Chairman Crabtree reported that the city should look at the full scope of the project regarding remodeling city hall or building new. A discussion was held regarding a potential need for someone to do grant research to determine if any grants are available for remodeling or new city hall construction. A discussion was held regarding during the budget session committee funds from the General Fund to fund the project. The consensus of the committee was to have Chairman Crabtree meet with the Economic Development Director regarding grants and potentially someone to seek the grant and write the grant.

Review - Comprehensive Plan Update

Office Manager Passage advised that the comprehensive plan update has already been sent to the plan commission for their approval and Economic Development Director Beadles is moving forward with presenting the plan to council for approval. The consensus of the committee was to remove this item from future agendas.

2025 Tax Levy Ordinance

Office Manager Passage advised that the actuarily for the police pension has been received. The tax levy amount for the ordinance will be $915,543.53. That will be an additional $42,766.09. It was the consensus of the committee to place $39,766.09 in General Fund and $3,000.00 in Tort Liability and present the Tax Levy Ordinance to the city council for approval at the Oct. 27, council meeting.

Payment - Risk Management Association - Insurance Renewal

Office Manager Passage advised the committee that the city has received the insurance renewal cost. The amount of the renewal is $157,379, which includes the membership dues of $775. Should we pay it before November 14 we can take a 1% discount off of the premium which would be $1,566.04. The total cost would be $155,812.96. The insurance increased approximately 6%. The consensus of the committee was to present the invoice for approval at the October 24 council meeting.

Nationwide - Pension Plan Update

Office Manager Passage advised the committee that Vincent Silvio, deferred compensation plan representative researched the Nationwide requirement and found that our plan would allow for a roth deferral option. This is something that the employees were interested in. Mr. Silvio is still researching the process to determine how to initiate this option.

OLD BUSINESS

817 Sixth Street - nothing to report

SUMMARY

Council Agenda Items - Approve 2025 Tax Levy Ordinance

Approve payment - Illinois Municipal League Risk Manager Association - Insurance

Chairman Update - nothing

There being no further business the meeting adjourned at 6:01 p.m.

https://cms9files.revize.com/chillicothe/10.15.2025%20finance.pdf?t=202510291441500&t=202510291441500