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Finance Committee approves emergency appropriation; clerk to provide regular budget updates
Summary
The committee approved an emergency appropriation ordinance amending McLean County's 2025 budget for the county clerk and pressed the clerk to provide quarterly or monthly budget reports and to work with administration to tighten internal controls and overtime practices.
The McLean County Finance Committee on March 5 approved an emergency appropriation ordinance amending the county's 2025 combined annual appropriation and budget ordinance for the county clerk's office.
County Clerk Kathy Michael said supporting materials were sent to committee members in advance and explained that some budget line items have shown $0 appropriations for about 10 years. She told the committee those historical zero lines are “something I think we can address in the future” and offered to work with administration on clarifying and naming lines to reduce confusion.
Members pressed for better communication and earlier visibility. Member Bessler and others asked whether the clerk's office will begin receiving monthly budget reports from the auditor and whether the office will project out multi‑year needs. Kathy Michael said she will begin sending quarterly (or monthly, if requested) updates and noted she will alert the committee if unanticipated items arise, such as grants or mandated changes.
Auditor Ms. Anderson described internal control improvements tied to the county's new ERP system: once fully implemented, the system will not allow departments to enter invoices against lines that are over budget and will stop the process at entry, requiring a committee‑level budget amendment or, in true emergencies, an override available to only two county officials (the auditor and the treasurer). The committee discussed the need to restore automated reporting that had been discontinued and to ensure adequate oversight of purchase‑order versus non–purchase‑order invoices.
Committee members also questioned unusually large overtime totals in the clerk's office for 2025 and asked what internal controls could reduce extreme accruals. Kathy Michael said 2025 had “a very unusual and challenging year,” described staffing shortages that required part‑time and overtime help, and said she will be requesting additional full‑time positions to address workload. The committee voted to approve the emergency appropriation ordinance on a voice vote.
The action amends appropriation lines to reflect expenses posted into 2025 and directs the clerk and administration to improve reporting cadence and use the ERP safeguards to prevent future surprise overruns.
