KANE COUNTY FINANCE AND BUDGET COMMITTEE WEDNESDAY, MAY 31, County Board Room Minutes 9:00 AM

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1 KANE COUNTY FINANCE AND BUDGET COMMITTEE WEDNESDAY, MAY 31, 2017 County Board Room Minutes 9:00 AM 1. Call to Order Kane County Government Center, 719 S. Batavia Ave., Bldg. A, Geneva, IL Chairman Hoscheit called the meeting to order at 9:00 AM. Attendee Name Title Status Arrived Deborah Allan Board Member Present Kurt R. Kojzarek Board Member Present Board Member Absent Douglas Scheflow Board Member Present Susan Starrett Vice Chair Late 9:02 AM Penny Wegman Board Member Present John Hoscheit Chairman Present Also Present: Co. Bd. Chairman Lauzen & staff Nagel; Co. Bd. members Dahl, Sanchez, Martin; Finance Dir. Onzick & staff Waggoner, Dobersztyn, Calamia, Ramer-Holmes, Gaber, Keovongsak; Bldg. Mgmt. Exec. Dir. Biggs; Sheriff Kramer; ITD Exec. Dir. Fahnestock; staff Peters, Garza; Auditor Hunt & staff Rich; Dev. Dir. VanKerkhoff; Health Dept. Exec. Dir. Jeffers & staff Snowden; Circuit Clk. Hartwell; Treasurer's Office staff Brady; State's Atty. McMahon; KDOT staff Hopkinson; AC staff Youngsteadt; and members of the press & public. 2. Approval of Minutes: April 26, 2017 RESULT: APPROVED WITH VOICE VOTE [UNANIMOUS] Deborah Allan, Kurt R. Kojzarek, Douglas Scheflow, Penny Wegman, John Hoscheit, Susan Starrett 3. Public Comment None 4. Treasurer's Report (D. Rickert) A written report was included in the agenda packet. Staff Brady reported they have been busy collecting property taxes. (Starrett 9:02 a.m.) 5. Finance Director's Report (J. Onzick) Finance Exec. Dir. Onzick reviewed the monthly report included in the agenda packet. He indicated that the CAFR had been presented to the Committee of the Whole, and that once again there were no audit findings. The auditors did express concern with regard to the continued existence of bank accounts outside of the county's centralized internal control environment. They are working to facilitate compliance by the end of this fiscal year. Onzick reported that for the second time in row the county has earned the Distinguished Budget Presentation Award for its 2017 Budget Book. He thanked his staff for their hard work. Discussion on the FY17 Revenue Forecast and FY18 Budget was deferred until later in the meeting. Purchasing Dir. Dobersztyn reviewed her monthly report. Kane County Page 1

2 6. New Business A. Resolution: Amending the 2017 Fiscal Year Budget - Rollover of Funds for Tyler Project for Public Safety Application B. Resolution: Amending Resolution No Authorizing the Execution of the "Transfer of Employees" Agreement C. Resolution: Approving Funds for Three (3) Deputy Clerk Personnel D. Resolution: Approving Transfer of Funds in the Circuit Clerk Budget E. Resolution: Approving the Purchase of Fifteen 2017 Squad Cars, Kane County Sheriff's Office Kane County Page 2

3 F. Resolution: Authorizing Creation of Blighted Structure Demolition Fund and Related Budget Adjustment G. Resolution: Authorizing Budget Adjustment for Animal Control H. Resolution: Authorizing Funding of an Intergovernmental Agreement between the Illinois Department of Healthcare and Family Services and the Kane County State's Attorney I. Resolution: Authorizing Grant Agreement for FY Illinois Department of Human Services Opioid State Treatment Response Program Kane County Page 3

4 J. Resolution: Approving Payment of April 2017 Claims K. Resolution: Establishing Kane County Prevailing Wages Old Business None 8. Court Case Management Project Report (R. Fahnestock) Referencing a written report, ITD Exec. Dir. Fahnestock provided an update on the Court Case Management project noting that payment of the final invoices surrounding the go-live event and recently completed projects are being processed. A project closeout report is being prepared for this committee. Fahnestock mentioned several projects on the horizon for Auditor's Report (T. Hunt) Auditor Hunt provided highlights from the monthly report included in the agenda packet. In response to a question, Hunt outlined the process on follow up to make sure audit finding items are being addressed. 10. Reports Placed On File RESULT: PLACE WRITTEN REPORTS ON FILE [UNANIMOUS] 11. Finance Director's Report (CONTINUED) Kane County Page 4

5 A. FY17 Revenue Forecast & FY18 Budget Finance Exec. Dir. Onzick went over the presentation he made at last night s Committee of the Whole meeting, indicating the need to clarify a few things. Onzick reviewed some of the significant financial accomplishments. Onzick noted that the challenge for FY17 specifically is that there is an estimated revenue shortfall of $2.8 million compared to what had been budgeted. The revenue forecasts were provided directly by the department heads and elected officials. He provided a summary by department within the General Fund of the revenues that have a different forecast than what was budgeted. He noted that about $1.6 million of the shortfall is related to revenues that are collected by the Circuit Clerk's Office. Circuit Clerk Hartwell discussed the revenue shortfall, noting they are seeing a tremendous decrease in the amount of fines coming in. He discussed the challenges with the new CMS, and steps they are taking to close the gap between what was projected and real revenue. Hoscheit said they would need cooperation going forward to resolve the difference. He questioned how fewer filings translate into personnel needs. Hartwell noted they keep 10% of any bond posted, but indicated there will be a tremendous fall off on that as there will be less bond collected. Chairman Lauzen thought Hartwell took initiative, which is demonstrated in the historical pattern of spending in his department. Lauzen said the revenue issue has to do with catching up with the bookkeeping, and action needs to be taken right away. Once all the bookkeeping entries have been made, Lauzen estimated the Circuit Clerk shortage to be about $953,000. Onzick cautioned that he would not assume that any of the $1.6 million related to revenues collected by the Circuit Clerk would necessarily be recovered, although there is potential that some of it would. Lauzen felt the Board had demonstrated good discipline over a period of time; however, the caution flags are out and action needs to be taken. He pointed out that we have a statutory obligation to balance the budget, and a very practical reputation challenge of maintaining our bond rating. Hartwell said they are still behind on the bookkeeping which is not acceptable, but are catching up. He said they will need to achieve more efficiencies; however, they will have this backlog for some time. (Hoscheit 9:45 a.m.; Vice Chairman Starrett takes over as Chairman) Hartwell estimated that with additional staffing they could be comfortably caught up in three months and should be where they need to be in 6 months to a year. Allan questioned the reasons for shortfalls in the State's Attorney's Office, Court Services, and the Sheriff's Office. Lauzen said the reason won't be sufficient to balance the budget, and that action needs to take place now. Referencing a handout, Onzick said the 5-year forecast indicates a $2.8 million deficit resulting from a revenue shortfall that is not temporary. He said it actually worsens by $1.5 million in the next few years, beginning immediately in FY18. He discussed what was built into the forecast, noting it was for the General Fund only. All of the Special Revenue Funds will have their own issues to deal with, but those are self-balancing funds. It is the Board's responsibility to balance the General Fund. Referencing a chart showing the greatest increases in expenditures, Onzick said we need to look at where expenditures can be cut. The increase in expenditures mainly has to do with increased personnel. He reiterated that we have a statutory obligation to deliver a balanced budget, as well as a responsibility to maintain the balanced budget in order to protect our bond rating. Onzick said they were looking for direction from the Board as to what expenditures must be reduced as soon as possible in FY17 in order to avoid a deficit. He recommended the approach to cutting expenses should take into consideration the department's or office's capacity to absorb the reduction. He would look at what savings have been achieved in these departments/offices last year to see what might be possible to achieve this year. He said he would also take into consideration cuts that have been made, so that they are not penalized twice. He also suggested that any increases already given be reconsidered. He added that this is just the beginning of the discussion. Kane County Page 5

6 Lauzen asked that Chairman Hoscheit enhance this committee by adding Board members Drew Frasz and John Martin and two staff members (Armstrong & Fahnestock). He asked that a schedule of 3-4 meetings be set up in June to review elected official/department FY18 budgets. The committee had no objection to asking Hoscheit to call these meetings together. 12. Executive Session (IF NEEDED) None 13. Adjournment RESULT: ADJOURNED BY VOICE VOTE [UNANIMOUS] Penny Wegman, Board Member Deborah Allan, Kurt R. Kojzarek, Douglas Scheflow, Susan Starrett, Penny Wegman John Hoscheit, This meeting was adjourned at 10:24 AM. Ellyn McGrath Recording Secretary Kane County Page 6