Fulton County Finance and Insurance Committee met March 30.
Fulton County Finance and Insurance Committee met March 30.
Here is the minutes provided by the Committee:
1. Call to Order
Time: 5:30 pm
2. Roll Call
Doug Manock (present/xxxxxx)
Garry Hensley (present/xxxxxx)
Lisa Joachim (xxxxxx/absent)
Eric Pigg (present/xxxxxx)
Warren Potter (present/xxxxxx)
Roll call was made, quorum was present
Other Board Members: Bob Bucher – Fulton Co. Board Chairman
Staff: John D Young – Executive Asst. FCB
Elected & Appointed Officials: Staci Mayall – Co. Treasurer, Rick Regnier – Supervisor of Assessments
3. Call for Additions/Deletions To and Approval of the Agenda
Young said the Chairman Bob Bucher would be giving a brief outline of ADP services the county was considering contracting for.
Member Hensley moved to accept the agenda as presented with a second from Member Potter. No Discussion was made. Motion carried by voice vote with all voting ayes.
4. Approval of Previous Minutes – March 14, 2017
Member Hensley moved to approve the minutes from both the March 14, 2017 meeting as presented with a second from Member Pigg. No Discussion was made. Motion carried by voice vote with all voting ayes
5. Announcements, Communications and Correspondence
Bucher began by stating that Debbie Stell – Payroll Clerk – was planning to retire, potentially in July. Jim Nelson had approached ADP to take over Stell’s duties. ADP does 1/6 of all the payroll in the US, they have a great reputation and can do everything the county needs done regarding payroll. Bucher gave two quotes, one was for basic services which would be $12, 380.00 a year with a one-time $875.00 set up fee. The second option offered a time and attendance feature, which Bucher said was highly desirable, for $22,700 a year with a similar one-time set-up fee. Staci Mayall – Co. Treasurer said that she and Nelson had been is a meeting with Stell and the ADP representatives. Mayall indicated that she was impressed with their presentation, surprised at the low cost of ADP services adding it would save perhaps 2/3 of a salary. Bucher said that Stell’s salary with benefits was approximately $85,000.00 per year. Mayall said that she was planning on meeting with the city of Canton officials who handles payroll so she could review there process and get some firsthand exposure. When asked about the time clock function, Mayall explained that the time-in/time-out system for the hourly employees would work with their computers but there were still questions and concerns she had including accurate reporting of data so she would know how to move money when needed. Mayall also said that she wanted to have confirmed information on how the data would be imported into the computer system the county currently uses. Mayall did add that it made sense to have the payroll coming out of the Treasurers’ Office as there was currently a lot of back and forth with Stell and her office. Member Hensley asked if Mayall knew of other counties that were using ADP, Mayall said that she would look into out sourcing of payroll but her understanding was counties can decide to do so. Hensley asked if Mayall could check with the auditor on how this might impact separation of duties, Mayall said for now there is a separation of duties but there will be some ins and outs to discuss. Mayall said Stell’s reporting was took a good deal of time but ADP could complete this as part of their service, Mayall was concerned and would have it confirmed that software integration was top priority with ADP systems. Mayall concluded that she might have more info to present on the April 5th but if not Nelson would be presenting more information on ADP at the April 11th meeting as she would be out of town. Bucher added that this was really Nelson decision but thought it was well worth supporting. After a general discussion but the committee, it was decided that hearing what Nelson had to say was a good idea.
Member Pigg moved to support the decision of the County Clerk regarding changes to Payroll operation with a second from Member Potter. No Discussion was made. Motion carried by voice vote with all voting ayes.
6. Public Comments – None
7. Consent Agenda Items
Member Pigg moved to approve the Claims with a second from Member Hensley. No Discussion was made. Motion carried by voice vote with all voting ayes.
c. Other Reports
8. Transfer of Funds – None
a. General Funds Transfers
b. Other Funds Transfers
9. Immediate Emergency /Appropriation(s) – None
a. General Funds Immediate Emergency Appropriations
b. Other Funds Immediate Emergency Appropriations
10. Old Business
a. Discussion/Action: Retain Call One or Cancel Service
Bucher said that he, Member Potter and Sheriff Standard, Bill Smick and Young had meet with Kenny Sutter of Call One. Sutter reported that in short, prices have gone up and the price the county is paying is going, but still less than the other customers have to pay. Potter said that the option of switching to Comcast for Voice Over Internet was not an option as the Sheriff’s office would have to install a power generation system to keep their phone service going, and this was not an option. Young reported that as of that afternoon, he had still not heard from Andrew Thornton about the possibility of having Mid-Century provide fiber optics to the courthouse, jail and other builds in Lewistown. Young said he would hopefully have an update before the next meeting but at that moment, Call One seemed to be the only option. The general discussion ended with the conclusion that Nelson would be resigning with Call One at the end of June.
11. New Business
a. Discussion/Action: Cost Proposal – wEdge e-government Solution
Rick Regnier – Supervisor of Assessments presented information on two cost proposals, one from Devnet and the wEdge e-government Solution and one from Bruce Harris & Assoc. Regnier outlined the two proposals, pointing out the wEdge would take less time to implement, was likely easier to use and was more cost effective then the package that Bruce Harris & Assoc. was offering. Regnier concluded that there was not really a decision, Devnet was the only choice that made sense. Hensley asked about the problems with Devnet that happened in the past, Regnier said there had been no issues for a long time. Member Manock asked about setting up some sort of charges, Regnier said that he planned to set a program where Realtors or other could pay a year fee for maps, sales data and other related information, adding there was no fee set up yet but Regnier thought $250.00 per year for map pages and $450.00 per year for sales data was his current thought on the subject.
Member Hensley moved to approve the signing of the contract for wEdge with a second from Member Pigg. No Discussion was made. Motion carried by voice vote with all voting ayes.
b. Discussion/Action: Cost Proposal – Unland Companies
Young said that he had been given the lead from Member Manock about Unland so Young had made contact with Bill Shock of Unland Companies. Young said that he and Mayall had meet with three representatives from Unland. Shock and his companions had outlined their services, explaining how they would handle all aspects of the RFP as well as other services which involved management and education of participants of insurance plans. A brief outline of Unland’s services were given. Young said the meeting was productive and that based on what they had presented and his instincts Unland would be a good plan to go with but recommended that a JAHIC meeting should be set up with Unland presenting their plan. Mayall pointed out that Shock had explained how the RFPs would be sent from the insurance providers directly to the county, eliminating insurance agents and their commissions. Mayall added that a rough estimate made by Shock indicated the county’s current agent was making between $6,000.00 and $8,000.00 a month in commissions. Young stated that Shock had instructed him to ask for a 5500 Schedule A form from the current insurance agent, this form would give the exact about of monthly commission. Young added that when he contacted American Central, he was told the form would have to come from the insurance provider but Young’s research indicated that a 5500 Schedule A should be kept on file at an insurance agency. Mayall said the savings of using an insurance consultant instead of working with the traditional insurance agent could well save the county funds. Based upon the opinions of Young and Mayall and their experience with Shock and company, Manock asked that a JAHIC meeting be set-up the week of but after the board meeting, Young said he would make the arrangements.
c. Discussion/Action: Renewal of Natl Assoc of Counties Membership
Young began by saying Nelson had passes along a mailing from the Natl Assoc of Counties for him to review. Young said that after looking over the document and reviewing files from 2012, the county had been a member of this organization in the past but had let the membership drop in 2012. A general discussion ranged on if member will still receiving emails or not. UCCI emails and the Illinois Assoc. of Counties had also been received in the past. Young added that from what he read, this would not be so beneficial to Fulton County and when Young pointed out the fee, the committee decided not to renew right away.
Manock said that starting the week of April 13th, Hy-Vee would have their Roll-up promotion benefitting FCRT. Manock asked everyone to shop at Hy-Vee that week. Manock said that there was an application in the works to obtain a larger bus as the current large bus was ready to replace. No further discussion was made.
13. Treasurer’s Report
Mayall handed out a document entitled Fulton Co. – County General Fund Long Term Planning which outlined each department’s impact on the GF. Mayall explained that this would be a useful report to track how the GF was doing financially. Mayall said that the committee needed to be aware of the Longevity and Sick Pay line item was not going to have funds available to cover potential retirements that were on the horizon and that next month this should be addressed. Mayall added that we do not have to do a resolution.
Mayall said that she had been working with her staff on some various cross training, that when Mayall was on vacation, Rudd would be able to address the committee’s questions.
Mayall said that the GF had a projected $776,307.00 shortfall but things could change in either direction. Mayall added that the fund reductions, the FY14 anomaly of $615,000.00 in unpaid taxes coming in wouldn’t happen again and that fines and fees were not going to go up again. Hensley commented that funds from the state were down, Bucher commented on the lack of state budget was also a problem the county has no control over. Mayall added that loss of Penney’s in Canton would be noticed as the loss of Kmart was but the addition of the RP Lumber would be helpful. A general discussion on how so much was out of the county’s control followed.
Mayall explained that at the next Finance committee meeting she would have two resolutions lending money to mental health and mental deficiency, which was just like what was done last year and the money would be repaid later this year. Manock asked Mayall to check with Earl Allen from the U of I extension office to see if they would need a loan or not.
14. Executive Session – None
a. Discussion/Action: Report on ESP – Site Survey
Young informed the committee that there were four representative from three different companies who had come to engage in the site survey for the energy savings program. Two reps from Johnson Controls, one from Leopardo and one from EIT. Young added that all were given a jump drive with data and a schedule to follow for site surveys and sent off will Bill Smick for the inspections. Young concluded that the closing days to receive proposals was April 14th and a committee consisting of himself, Bucher and Standard would review the packets. Young also added that David Birr a contractor who is paid by the Illinois Department of Economic Development and Commerce had made contact offering his service to go over the proposals at no charge to the county. Young indicated he was planning on having Birr come a meet the subcommittee at the appropriate time.
Time: 6:55 pm
Member Pigg made the motion to adjourn with a second from Member Potter at 5:50 p.m. The motion carried by voice vote.
Organizations in this Story
100 North Main Street
Lewistown, IL 61542