The Rock Island County Executive Committee met Sept. 15 to report cash balances.
Here are the meeting's minutes, as provided by the committee:
"Members of the Executive committee consist of the chairperson of each standing committee of the board along with the President of the Forest Preserve Committee. The County Board Chairperson is the chairperson. Each committee chairperson, including the executive committee, shall select from its members a person to be vice chairperson of the committee and to attend the executive committee meeting when the chairperson of the committee is unable to attend."
Finance Committee Minutes Thursday September 15, 2016 8:30 am
The Finance Committee of the Rock Island County Board met at the above date and time in the Conference Room of the Administration Office on the second floor of the County Building, 1504 Third Ave, Rock Island, IL. Chair Richard Brunk called the meeting to order at 8:30 a.m. Minutes as follows:
1) Call to order and roll call
Committee members present: Richard Brunk, Don Jacobs, Steve Ballard, Dewayne Cremeens, Mia Mayberry, Mike Steffen, Scott Terry
Committee members absent: None
Others present: Dave Ross, Hayleigh Covella, Kenneth Maranda, Joan Russell, Larry Wilson, Darren Hart, Louisa Ewert, April Palmer
2) Approval of the minutes from the August 11, 2016 meeting
Motion to approve: Mike Steffen 2nd: Mia Mayberry Voice vote Motion carried
3) Public Comments
There were no public comments.
4) Finance Chair Report
There was no report.
5) Condition of Funds
a) Monthly Report of the Auditor – Ms. Palmer
i. State of IL Payments ii. Comptroller website access
On the trial balance or budgetary standings page, Ms. Palmer noted that there is nothing new to report. The county did have some more sales and errors, so the Collector’s Tax fee went down a little bit. Ms. Palmer explained that those only happen a couple of times a year, not monthly, and it’s normal business as usual. She noted that the committee will be approving an IDOT grant resolution that is money-in/money-out.
Ms. Palmer turned to the fund balance page and directed the committee’s attention to the center column. She explained that she likes to see that the funds and departments can meet a three-month reserve and all of them can except for the grant, which is spent according to grant guidelines. The General Fund compared to August 2015 is down now $330,000, which seems to be a direct result of revenues leveling out. Revenues aren’t as much higher as they were last year at this same time. They’re still up, but only $110,000 instead of around $300,000 like she has reported for the last few months. Ms. Palmer reported that as of August 31st, the county has 54% of property taxes collected. The FY15 fund balance went down $220,000 and expenses are up so far for FY16 another $220,000, so that is the reason why the General Fund is only at that $330,000 down compared to last year. Ms. Palmer noted that she think it speaks volumes that the expenses are only up $220,000 three-quarters of the way into this FY with the step increases for CBAs, the increase of 2% that employees got last December 1st, and all the increased costs of prices in general. She is happy to announce, kind of, that it is only $330,000 down comparative to the $2.8 million that was predicted.
Ms. Palmer moved on to the Cash Balance page. She noted that this is where the concern comes in for the General Fund. Last year, it had over $900,000. This year, it’s only over $300,000 with 61?2 payrolls and 41?2 months of claims and TDs to go. Ms. Palmer reminded the committee that the county goes into the 60 days after year end in order to pay old FY bills. Last year, the county had about $2 million going into the new FY expenses. This year, the county will have a little under $1 million, she predicts. That will just increase borrowing sooner and at higher dollar amounts.
Ms. Palmer said she would let Ms. Ewert report today’s cash balance because she has a more accurate figure. Ms. Palmer only has what she sees posted in the financial software. It was over $900,000 yesterday, so the county can meet payroll tomorrow. There is still one more payroll in September and then two more every month thereafter. The county is living paycheck to paycheck, unfortunately.
Ms. Palmer invited the committee to ask any questions regarding the quarterly write-ups and noted that they have more information than she’s giving, plus everyone can read about the other funds. She noted that those will be posted online so anyone can get write-ups for any of the other funds.
Ms. Palmer provided her State of Illinois Payments report. She explained that those show what the county has received month-by-month in the bank and in the Treasurer’s office. She noted that she attended a comptroller’s training for the State of Illinois and provided a flyer that they gave out. In the class, they pulled up some different comparisons and some demonstrations and she thought the County Board members might want to go on those sites. There are three tools, Ledger, Warehouse, and Open Book, that can be used to see the state’s financial standings at any point in time. Those sites can also compare county to county across the state because they are required by law every year to file a copy of the audit in the comptroller’s office. The reports can be pulled up in Excel or as a.pdf and you can manipulate rows and columns to do comparisons. You can also see the cities. Ms. Palmer noted that as the county tries to fight for the sales tax increase, it’s interesting to go out and look at cities and see what they’re doing versus the county as the county suffers with minimal dollars. It also shows townships and school districts. It’s a wealth of information.
Ms. Mayberry asked where the money that was cut for Board member health insurance and IMRF went back into. Ms. Palmer said it would go back into the General Fund line item 001-29, which is reported under the Human Resources Committee. That is where health insurance is paid out of. IMRF is a separate fund and tax levy. That’s fund 110.
Motion to approve: Steve Ballard 2nd: Mike Steffen Voice vote Motion carried
6) Freedom of Information Act (FOIA) Tracking Report
There was no FOIA report.
7) Reports to the Committee
a) Chief County Assessment Office – Mr. Wilson
Mr. Wilson said it’s that time again. Assessment publication is this Saturday, so assessment change notices will go out. They had budgeted for approximately 10,000 assessment changes and the assessors did a little over 12,000. Mr. Wilson noted that he has talked to Mr. Ross and that’s probably not a good thing at this time, but he’ll see once he gets everything finalized with the Dispatch Argus.
Mr. Wilson reported that the Board of Review will be opening and accepting complaints. If anyone would like to file a complaint, everything is online. They also have the decision for the publication list. His office still mails the people when they
have their assessments changes. They are working with the state association and lobbyists and trying to get that publication gone. On the website, there is more information than what he has to publish in the newspaper. On the publication list, he is able to put out last year’s assessment and this year’s new assessment made by the township assessor for people to go online and look at. If they have any questions, they can have that discussion with their township assessor. They are doing much more online than what he has to publish in the paper. Again, they still have to mail the 12,000 mailings.
Mr. Wilson reported that other than that, assessments are increasing at this time, which is kind of a good thing – maybe not for the taxpayers, but for the county. Mr. Wilson noted that he has been hearing for the last two years from his realtor friends who ask why assessments are only going up 1% when the market is increasing rapidly. Mr. Wilson explained that the reason for that is he’s on a three-year cycle. He has to do sales ratio studies for the previous three years to make his calculations. In the last three years, there have been two years of good markets and one bad year. He’ll see what happens next year.
Mr. Maranda asked if the townships, out of their Assessor’s budget, help in any way with these mailers the county is required to send out. Mr. Wilson said no. He explained that it’s mandated by statute that the county has to do those mailers, so they are in no way part of that. They were talking years ago with Chairman Bohnsack and Mr. Rockwell and they met with the townships and the townships said they have no responsibility.
Ms. Mayberry noted that Mr. Wilson said people can make their complaints to the Board of Review online and asked if that is new. Mr. Wilson clarified that all of the information is online. He would like to get to that point, but they are not set up to do that. They have to get that all scheduled through I.T. and have that information. He would like to get to the point. Some counties have the revenue sources to do that. They can go online and that causes more complaints, but it makes it easier. Mr. Wilson noted that he recently had a conversation with two Chicago attorneys over a couple of the large facilities in the county and he’ll see what happens with that.
Mr. Steffen asked if there is a way the county can assess the assessors to help with that mailing. Mr. Wilson said that would be a question for the State’s Attorney, but he doesn’t think there are any provisions for the county to do that. Mr. Ross said to add that to the list of things the state tells the county to do without giving them any money to do it. Mr. Jacobs noted that they used to charge everybody through the Treasurer’s office and that was illegal so they had to stop.
Motion to approve: Scott Terry 2nd: Mike Steffen Voice vote Motion carried
b) Board of Review – Ms. Russell
Ms. Russell noted that she can’t do anything until Mr. Wilson does his job, so they’ll find out on Monday how much the phones are ringing. That’ll give the Board of Review an indication. They’ll find out how many people Mr. Wilson excites.
Motion to approve: Steve Ballard 2nd: Mia Mayberry Voice vote Motion carried
c) Treasurer – Ms. Ewert
Ms. Ewert presented her reports. She noted that supplemental sales tax, to start with the good news, received last week for June was $403,177.23, which is way up. It’s almost alarmingly up. She does have an email out to the Illinois Department of Revenue to figure out what the spike was. She explained that normally a spike like that is due to a sale of a plane or something very large or a major event. She’s trying to figure that out. She just wants to make sure that they didn’t accidentally give the county too much in error and then want to take it back like they did with replacement tax.
Mr. Ross asked if the county ever got the money from that aircraft. Ms. Ewert asked when that was and noted that this might be it. She can’t remember how long ago that purchase was. Mr. Ross said it was in the last year. Ms. Ewert explained that it usually takes six or seven months for them to figure out the disbursements and make sure everyone gets their disbursements properly. She did touch base with the city of Moline yesterday because she thought that if there was a plane sale it would be in their jurisdiction, but theirs didn’t spike. It was only up 5%. The county’s was up 20%. She’s not sure where they’re located. Mr. Ballard said Milan. Ms. Ewert said she’ll touch base with the village of Milan as well to try to figure that out.
Ms. Ewert reported that interest received was $13,681. That brings the year to date to $655,627. The interest rate has not changed. They still talk about it changing and it hasn’t yet.
Ms. Ewert read an email she sent to Mr. Ross, Mr. Maranda, and a couple of Elected Officials including Ms. Palmer: “It appears we will have to delay paying out our general county, including Hope Creek and the Health Department, monthly vouchers by two business days. Instead of paying out on Friday, September 23, we will pay out on Tuesday, September 27. This date coincides with our fourth tax distribution deposit. There will not be a delay in paying out Forest Preserve or the JTPA checks.” Ms. Ewert explained that everything else will be on the normal schedule next week. They will print and prepare all the files, but the county is not in very good condition at all for the General Fund.
Ms. Ewert reported that the General Fund balance after payroll tomorrow is $184,491.68. In one week, the county would have to pay out vouchers of about $411,000 and she’s anticipating running short. She doesn’t want to have to go out and borrow for those two days until the county gets that distribution. The county is really, really crunched. Payroll was up this time. Ms. Ewert explained that whenever the county has a super holiday in the Sheriff’s Department, like Labor Day, they have to work overtime and work special events and that type of thing. Ms. Ewert noted that payroll usually runs $775,000 and tomorrow’s is over $800,000 for General Fund only. The county still has vouchers to pay out and another payroll for the month of September, so she’s crossing her fingers that they can get through it. At this point, the county is operating on funds not yet received. The third installment was September 9th, last Friday. The third distribution is set for September 27th.
Ms. Ewert reported that the Liability Fund has taken a loan from working cash of $524,000 because there was a payout before a distribution. Working cash is now being used. Mr. Ross said it was one of the settlements. Ms. Ewert explained that there was a deadline that had to be paid out yesterday. Mr. Ross added that the committee is going to have a resolution in a minute that deals with that working cash. That resolution is being pulled from approval. They have already done it. It’s working cash and that’s what it’s designed for. Ms. Ewert agreed that that’s what working cash is designed for. Earlier in the year, the county used it for Social Security and IMRF and then those funds paid it back with the first distribution. Liability is now using it and will pay it back. She is predicting that the General Fund will have to use it in the future as well. Mr. Steffen asked if that settlement is the $1.9 million and if the check has gone out. Ms. Ewert confirmed. Mr. Ross said it went out two days ago. Mr. Terry said he’s glad to see the county is doing it that way.
Mr. Cremeens noted that last year the county had some money come in (inaudible) go back through everything and they had a good record of finding money. Ms. Ewert said that was a company called Azavar. The county got a contract from them and the State’s Attorney’s Office looked it over and they were not pleased with the way it was written. They contacted the company and asked them to make the changes the State’s Attorney wanted and they were not able to. Ms. Ewert explained that the company would actually go out and make sure that those unincorporated areas of specific taxes were not accidentally being paid to the municipality or the city. They’d snag that money back. They’d also get a pretty big percentage of that and the percentage that they’d get was forever. She doesn’t think it was just for a couple of years. Mr. Jacobs noted that they did that back in 1980 through Bi-State. Mr. Jacobs and Paul made up over $20,000 in sales tax. Every city had to pay the county back. He had an argument with (inaudible) because they owed the county something like $40,000 and they weren’t going to pay.
Ms. Palmer asked Ms. Ewert if that percentage fee wasn’t just for the initial find. She didn’t think it was ongoing forever. Ms. Ewert asked if they got a specific amount a month. Ms. Palmer explained that if Company A was being paid to the City of Moline instead of the county, the company took Company A. but if the State’s Attorney doesn’t approve it.
Mr. Ross explained that, working with Mr. Davis, the county is doing that program with its phones, cell phones, and anything that deals with county phones and cell phones. They did a contract. The State’s Attorney reviewed it and was fine with it. For that one, for every savings that the company identified that the county is being mischarged, they get a percentage of that for two years. Mr. Ross thinks it’s 50%. He noted that 50% to the county is better than nothing. After those two years, the county will get all the savings. They are doing things like that when it’s appropriate and when they’re willing to comply with what the State’s Attorney wants.
Mr. Jacobs explained that they had a guy who bought a motorcycle over in Iowa. He was from Andalusia and he asked Mr. Jacobs why he paid his sales tax to Rock Island if he lives in Rock Island. It was because he had a Rock Island address. That’s what they did. The state had to change all their computer systems.
Ms. Ewert explained that Azavar is under new management and recently called her again and wanted to know if they could go over the contract again. If they’re willing to make those changes the State’s Attorney is recommending, she’ll look back into it again and see.
Mr. Steffen asked for the cash on hand figure. Ms. Ewert said after tomorrow’s payroll, it will be $184,491.
Mr. Jacobs noted that the county is lucky having a Supervisor of Assessments who knows what he’s doing. They were sometimes two or three months late getting taxes in because of the old Supervisor of Assessments not having them okayed by the state. Ms. Ewert noted that there are some treasurers that didn’t even mail bills out until July. Rock Island County always mails its out in May because the Supervisor of Assessments and County Clerk know how important it is to make sure those figures are calculated on time.
Motion to approve: Scott Terry 2nd: Mike Steffen Voice vote Motion carried
d) Legal Report – States Attorney
There was no report.
8) Consider requests from Public Works
a. Review and award bids received Wednesday, September 14, 2016 i. Letting for a culvert replacement on CH-18
Mr. Brunk noted that the low bid was from Needham Excavating for $230,734.60.
Motion to approve: Steve Ballard 2nd: Don Jacobs, Mike Steffen Voice vote Motion carried
ii. Track skid steer
Mr. Brunk noted that this is tabled. They’re looking into some other options at this point.
iii. Cutting blades for snow plows
Mr. Brunk noted that the low bid was from Bonnell Industries for $6,030. Mr. Jacobs said they might really need these this year.
Motion to approve: Steve Ballard 2nd: Don Jacobs, Mike Steffen Voice vote Motion carried
b. Transfers of appropriations
Mr. Brunk explained that this is for funds moving around within Motor Fuel Tax.
Motion to approve: Mike Steffen 2nd: Don Jacobs Voice vote Motion carried
c. Appropriation resolutions for funds
Mr. Brunk explained that this is grant money related to the floodplain buy out and state funds already received for the Loud Thunder Road project.
Motion to approve: Mike Steffen 2nd: Don Jacobs Voice vote Motion carried
9) Consider requests from Governmental Affairs
a. Consider amended Quad City Enterprise Zone Intergovernmental Agreement
Mr. Ross noted that this item shouldn’t have been on the agenda. There is no financial side to it and Governmental Affairs already approved it.
b. Transfers of appropriations
Mr. Brunk explained that this is in the General Fund for Professional Services to Tools and Equipment.
Motion to approve: Don Jacobs 2nd: Dewayne Cremeens, Mike Steffen Voice vote Motion carried
10) Consider requests from Administration
a. Transfers of appropriations
Mr. Brunk said these are for the Court Automation Fund and the General Fund.
Motion to approve: Steve Ballard 2nd: Mike Steffen
Voice vote Motion carried
b. Appropriation resolutions for funds
Mr. Brunk explained that these are related to Homeland Security expenses, grant funds for EMA, and seizure funds for training in the Sheriff’s Department.
Motion to approve: Don Jacobs 2nd: Mia Mayberry Voice vote Motion carried
11) Consider requests from Health and Human Services
a. Transfers of appropriations
Mr. Brunk noted that these are transfers within the Hope Creek Care Center fund.
Motion to approve: Steve Ballard 2nd: Mike Steffen Voice vote Motion carried
b. Appropriation resolutions for funds
Mr. Brunk explained that this is a decrease in revenue for Hope Creek’s budget.
Motion to approve: Scott Terry 2nd: Steve Ballard Voice vote Motion carried
12) Consider transfers of appropriations
Mr. Brunk explained that this is in the General Fund moving from office supplies to operating supplies and some movement in the Treasurer’s Automation Fund from tools and equipment to communications.
Motion to approve: Steve Ballard 2nd: Mike Steffen Voice vote
Motion carried
13) Consider appropriation resolutions for funds
Mr. Brunk said this is a decrease in revenue related to Exelon and grant funds.
Motion to approve: Scott Terry 2nd: Don Jacobs Voice vote Motion carried
14) Consider Delinquent Tax Resolutions
a. Permanent Parcel #(09) 5570, Taxpayer ID 093150100, Rock Island
Township b. Permanent Parcel #(09) 2863 0734417004, Taxpayer ID 091671600, Rock
Island Township c. Permanent Parcel #(09) 2864 0734417003, Taxpayer ID 091671700, Rock
Island Township d. Permanent Parcel #(09) 2865 0734417001, Taxpayer ID 091671800, Rock
Island Township e. Permanent Parcel #(09) 2866 0734417002, Taxpayer ID 091671900, Rock
Island Township f. Permanent Parcel #(09) 4268 1603201001, Taxpayer ID 092440500, Rock
Island Township g. Permanent Parcel #(09) 6753 1603202005, Taxpayer ID 093781600, Rock
Island Township h. Permanent Parcel #(09) 6754 1603202006, Taxpayer ID 093781700, Rock
Island Township
Motion to approve: Steve Ballard 2nd: Don Jacobs Voice vote Motion carried
15) Consider Board member per diem/mileage report
Motion to approve: Mia Mayberry 2nd: Don Jacobs Voice vote Motion carried
Mr. Steffen had a question referring back to Item 13 and the $245,000. He asked if the county has a way to replace that. Mr. Ross explained that there is nothing to necessarily replace. Exelon was kind enough in 2015 to give the county $245,000. They are not in the position to do that this year. Mr. Ross had hoped they would be. He had every reason to believe they would be when he did the budget. They are not going to be to do that this year. He just wants the budget to accurately reflect that. Ms. Mayberry asked if that was just 2015. Mr. Ross said yes and noted that it was very kind of them. He approached them and asked for help and they were able to do it then and aren’t able to this year.
16) Approval of claims in the amount of $1,779,744.20
Motion to approve: Scott Terry 2nd: Steve Ballard Voice vote Motion carried
17) Approval of Treasurer’s Disbursements (TDs) in the amount of $2,381,117.88
Motion to approve: Don Jacobs 2nd: Mike Steffen Voice vote Motion carried
18) Committee member opportunity for brief comments (no decisions
will be made)
There were no comments.
19) Adjourn
Meeting adjourned at 9:05 a.m. by Chair Richard Brunk
Future scheduled meetings on October 13, November 10, December 15, and January 12
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