Grundy County Finance Committee met February 11

By Corazon L. Gonzales

Mar 8, 2019

Grundy County Finance Committee met February 11.

Here is the minutes as provided by the committee:

I. Call to Order

Attendee Name Title Status Arrived

Millie Dyer Board Member Present

Ann Gill Board Member Present

Eric Rasmusson Vice Chairman Present

Deb Warning Board Member Present

Debra Jo Kinsella Board Member Present

Don Hansen Board Member Present

Lana Phillips Board Member Present

Sandy Pommier County Board Admin. Asst. Present

Chris Balkema Chairman Present

George Gray Administrator Present

Perry Rudman Asst. State's Attorney Present

Kay Olson County Clerk Present

Lori Werden Treasurer Present

Ken Briley Sheriff Present

Gary Dobbs Public Defender Present

Art Ashcraft Maintenance Present

Mary Kucharz HR Director Present

Lance Peterson Judge Present

II. Approve Minutes

1. Finance Committee - Regular Meeting - Jan 7, 2019 4:30 PM

RESULT: APPROVED [UNANIMOUS]

MOVER: Deb Warning, Board Member

SECONDER: Debra Jo Kinsella, Board Member

AYES: Dyer, Gill, Rasmusson, Warning, Kinsella, Hansen, Phillips

III. Claims

1. Board Member Vouchers - Total

1. Motion to aprove the claims in the amount of $2640.00

RESULT: APPROVED [UNANIMOUS]

MOVER: Lana Phillips, Board Member

SECONDER: Millie Dyer, Board Member

AYES: Dyer, Gill, Rasmusson, Warning, Kinsella, Hansen, Phillips

2. Claims Listing

RESULT: APPROVED [UNANIMOUS]

MOVER: Lana Phillips, Board Member

SECONDER: Don Hansen, Board Member

AYES: Dyer, Gill, Rasmusson, Warning, Kinsella, Hansen, Phillips

IV. Public Comment

None

V. FY18 Audit Presentation

Tawnya Mack presented the Annual Financial Report dated November 30, 2018 which reflected an increase of $1,051,818 in the General Fund balance. In addition to the formal audit which listed one significant deficiency, Mack also reviewed the separate internal comment letter. The audit will be presented to the County Board at their February 12th meeting.

1. FY18 Audit

VI. Budget Reporting

At 18.9% through FY19, the General Fund revenues are at 10%, expenditures 13%.

1. FY19 Budget Tracking

VII. New Business

A. Presentation of FY18 GASB 75 Actuarial Valuation Report

Gray stated that this matter will be discussed at the next meeting.

B. Courthouse Improvement Projects

Chairman Balkema requested that Sheriff Briley update the 2019 list and bring back to the committee for further discussion.

1. Courthouse Improvement Project List

C. Moving the Grundy County Treatment Alternative Court Administrator from a contract position to a part-time position

Judge Lance Peterson attended the meeting to discuss the part-time contractual position. The person filling the position is currently a part-time County employee. A discussion was held regarding whether an employee can also be contractual. No action was taken and will be on the next agenda for further discussion.

D. Public Defender Part-Time Secretary Pay Rate

1. PD Letter - PT Sec. Pay

2. Motion to approve the hourly rate of the part-time Public Defender Assistant position at $11.00 per hour to be paid from Contingency.

RESULT: APPROVED [UNANIMOUS]

MOVER: Ann Gill, Board Member

SECONDER: Debra Jo Kinsella, Board Member

AYES: Dyer, Gill, Rasmusson, Warning, Kinsella, Hansen, Phillips

E. 2019 Budget Plan vs. Actual YTD Results

VIII. Old Business

A. 2020 Budget Planning Timeline

1. FY2020 Budget Cycle

B. Vision 2020 Goals

1. Vision 2020 Goals

C. Payroll 6 Sigma Project Update

The committee discussed the relocation of payroll responsibilities from the Treasurer's Department to become compliant with State Statute. Payroll options are still being considered including the HR Department, which was included in the FY19 budget and getting outside vendor quotes.

D. Review Finance Analyst Plan

The job description will be updated to include the responsibility of the Grant Accountability and Transparency Act (GATA) reporting.

IX. Grundy County Board Rules of Order & Procedure - Finance

1. GCB Rules of Order & Procedure - Finance

X. Executive Session

1. Motion to enter into executive session at 6:20 PM to discuss personnel litigation

RESULT: APPROVED [UNANIMOUS]

MOVER: Ann Gill, Board Member

SECONDER: Millie Dyer, Board Member

AYES: Dyer, Gill, Rasmusson, Warning, Kinsella, Hansen, Phillips

2. Motion to return to open session at 6:55 PM

Rasmusson left the meeting during executive session (6:50PM)