Automation Working in Treasurer’s Office!

Maria Pappas, Treasurer
November 2, 2015 Budget Presentation

The budget for the Treasurer’s Office is $12.2 million of which $11.1 million comes from fees and $1.1 million from the budget the Board approves. Employee count is 89 FTE (down from 250 in 1998). Ms. Pappas credits all the automation efforts in her office for reducing the cost of running the
Treasurer’s office. Among other cost reduction procedures are the following methods of tax payment:

• Chase Bank (and other local banks) used by taxpayers to pay property taxes
• locked box payments
• wire payments
• credit card payments

Only about 20,000 residents come in to the office to pay their property taxes. This saves a lot of employee time.

The Treasurer’s website provides extensive information for taxpayers and others who need information from this office. Brochures and FAQs are offered in many languages besides English. Tax sale time has been decreased because of electronic use by buyers and at the office. A “STOP”
measure prevents taxpayers from double-paying. There is increased transparency for municipal governments regarding TIF data and debt load.

The office plans to be almost paperless within a few years, with other agencies in Cook County following the technology gains/methods in this office.

Because of increased efficiencies and some accounting measures (which this observer did not understand), the Treasurer’s Office will return $5-8 million to the county for 2015 only. Ms. Pappas suggested the Board form a committee to pursue digitizing the warrant books which are the only
accurate source of property tax information. This could then be sold to law firms, mortgage companies, title companies, etc.

Praise was heaped on this office by many commissioners. One concern by them and Ms. Pappas was the State of Illinois pushing the tax delinquency date up for those who didn’t pay their taxes on time. Many felt this was unfair to homeowners who have difficulty paying.

Karin Hribar, Observer

Proposed 2015 Cook County Executive Budget: October 20, 2014 Department Meetings

Board of Review:  The Board is headed by 3 Commissioners elected by district.  The Board rules on appeals by property owners of assessments from the County Assessor.  The Board touted that it completed its work by the necessary deadline so that 2^nd installment property tax bills could go out on time for the 3^rd year in a row, after many years of being late.  In response to questions from Commissioner Gainer, the Board stated that the rate of appeals that got reductions from the Board was running between 60 and 72%.  Commissioner Gainer asked that the Board provide information by commercial vs. residential on the total number of appeals, the number that were successful, the amount of the reduction in the assessed value.  Commissioner Gainer expressed concern that those not sophisticated enough to appeal are paying higher taxes as a result of all the successful appeals.  Commissioner Daley wanted to know the rate of successful appeals by township.

Assessor:  The proposed budget reduces employee county by 23, but  only a slight reduction in the budget.  The Assessor explained that a number of those positions had only been budgeted for $1 in last year’s budget, so eliminating these positions did not result in a large $ reduction.  The Assessor touted the Fraud Unit which has gone after those trying to take senior or homeowners’ exemptions that they are not entitled to.  So far $5.1 million have been collected and $4.1 million are in the process of being collected by this Unit.

Treasurer:  The Treasurer touted the fact that taxpayers now have 9 payment methods for their property taxes vs. only 2 when she took office in 1998.  The headcount is down 65% since 1998 and the Treasurer’s goal is to get down to 60 people.  Commissioner Gainer raised concerns about the new state law which moves the tax sales earlier and the expected resulting increase in the “sales in error” which could cost the County as much as $30 to $50 million.  Purchasers of properties under the tax sales do have to pay a fee that goes into a fund in the event the property should not have been sold for nonpayment of taxes, but this fund currently is quickly depleted and the County has to pay any remaining costs associated with the sale in error, which includes interest on the payments made by the purchasers.  It was implied that the date of the tax sales was moved up as a result of the strong lobbies of the purchasers in Springfield.

Recorder of Deeds:  The proposed budget for 2015 is down by $680 thousand and 9 FTEs.  A work flow analysis had been done and the Recorder expects to further streamline the processes within the department.  Commissioner Gainer asked how long it will take to digitalize all the files, and the Recorder answered about 10 years.  Commissioner Gainer wondered whether the Recorder needed a special purpose automation fund, like the Treasurer has, but the Budget Director explained that the special purpose GIS fund can be used for this.

Department of Human Rights & Ethics:  The Director reported on the improvements in this department, which was tainted by scandal under the prior Administration, since she took over almost 4 years ago.  There has been a 72% reduction in the backlog of cases in 2014, and the goal is that by the end of 2015, there will be no cases older than one year.  Commissioner Gainer asked about coordination with equivalent offices at the State and Federal levels.  The Director said that the County cross-references to see whether the same case is at the State and/or Federal level and the government offices divide up any duplicates.  The Director stated that there are federal dollars available for handling cases if this department is found to be equivalent to the Federal department.  This is in the process of being reviewed.

Department of Human Resources:  There are 2 remaining issues left to be found in compliance with the Shakman Decree and the Director of HR stated that the County was close to finalizing these.  One new initiative for 2015 is an executive development program.  The Director stated that it is hoped that the major unions’ contracts for 2012-2016 will be resolved by the end of 2014.  Commissioner Suffredin expressed concern whether there was sufficient money in this budget to take care of any resulting increases.  The Budget Director stated that the budget does reflect the expected outcome of contract negotiations.  Commissioner Gainer asked about the provision in the Budget Resolution which allows the Chief Judge to transfer money among the different funds under the Juvenile Temporary Detention Center (JTDC) without having to go back to the Board in the event the JTDC is moved under the Chief Judge’s control from the Federal Court’s. Commissioner Suffredin explained that this is similar to what was done 2 years ago to allow the newly elected Recorder of Deeds to revise the budget submitted by her predecessor. Commissioner Suffredin stressed that in both cases, the total budget could not be increased, just a movement of dollars among funds. Further, any new contracts to employ outside services would have to come before the Board. 

Department of Homeland Security and Emergency Management:  Commissioner Gainer asked about the plan for dealing with cyber-security. The Director said that that area is moving from the Bureau of Technology to his Department, and a new team is being built. His Department will be responsible for all systems under the President and for the court system and HHS. However, any systems that are entirely for a particular elected officer will be the responsibility of that elected official. But the Department could propose standards that the Board could enact that would apply to all areas in the County.

Office of the President and Justice Advisor Council (JAC):  The current lower level of the jail population as compared to last year tracks with the increase in the number of judicial orders for electronic monitoring which began at the same time as the President wrote seeking assistance from the Illinois Supreme Court in September of 2013.  Commissioner Sims mentioned that she and Commissioner Fritchey have had problems with the awarding of grants by the JAC.  The JAC is intentionally giving smaller grants to help smaller organizations that may not have the capacity to obtain larger grants, but it was suggested that the RFP (request for proposal) should indicate that.  Commissioner Suffredin asked what was being done to give judges more information so good decisions can be made concerning bail and alternatives to incarceration prior to trial.  The Budget Director pointed to the proposed budget for the Chief Judge which adds 27 positions for electronic monitoring and for the new “2^nd look” program.  In addition, more there is more money for the “no place to stay” program under the Sheriff’s budget for those who otherwise could not go on electronic monitoring because they have no place to stay.

Commissioner Gainer asked about the status of the President’s motion to the Federal Court to take over the Sheriff’s authority to release those in jail due to overcrowding.  The motion is still pending.

Clerk:  The Clerk touted that the special purpose Election budget for 2015 is less than it was 4 years ago, the equivalent year in the election cycle. Voter registration in suburban Cook is up by 30,000 and it looks like more people will be voting by mail based on the increase in applications received thus far.  Commissioner Suffredin asked about online voter registration, that is a new program this year.  Statewide, there were 31,000 online registrations and 3,200 in suburban Cook.  Commissioner Sims asked whether there would be more touch screens, which she is a fan of.  The Clerk is not purchasing more, but is looking for the next step in technology.  E-poll books will be in every suburban precinct, with the paper back-up.  The advantage to the E-poll books of voter registrants is that they have up-to-date information and allow for immediate corrections since it is connected to the online database. 

Chicago Board of Elections:  The head of the Board said that there have been no major advances in voting technology yet to replace the touch screens, but that this Board would work with the Clerk to leverage their purchasing power when the time was right.  The  budget is down quite a bit for 2015 because the City of Chicago covers most of the Board’s activities for this year when the only elections in the city will be for city offices. 

-- submitted by Priscilla Mims

Department Review Meetings for 2014 Budget: Tuesday, October 22, 2013

Treasurer, Inspector General, and Public Administrator

Treasurer Maria Pappas touted that her office is “almost” totally funded through the Special Purpose Fund of the “Tax Sales, Automation Fund,” which derives its money from user fees for the sale of property with delinquent taxes.  [Note:  $9.6 million of the total Treasurer’s proposed budget of $11.6 million comes from the Special Purpose Fund.  The remaining $2 million comes from the Corporate Fund.]  The Treasurer also reminded the Commissioners that since becoming Treasurer, she has significantly reduced the number of Full Time Equivalents (FTEs) from 250 to 92 in the proposed budget. 

Much of that reduction is due to the use of technology and the use of banks and other outlets for the payment of property taxes, as well as online payments.  Treasure Pappas said that the web site is getting 325,000 hits per month, and that 120,000 e-mails are being answered automatically.  Under the STOPS program, $165,000 has been returned to taxpayers as being duplicate payments.  The tax sales program is now automated resulting in tax sales taking place in 3 days, rather than 6 weeks.  The Treasurer said that her office is now undertaking a comprehensive scanning project with the expectation that there will be no filing cabinets of paper by 2015.  To accomplish this technological push, her department now has 25 full time IT employees.

Commissioner Suffredin inquired as to whether the Treasurer has been able to resolve the issues of whether the data is correct in the government bodies’ debt disclosure publication from the Treasurer’s office.  The Treasurer stated that her office is now contacting the local government bodies to make sure the numbers are correct.

Independent Inspector General Patrick Blanchard reported that his office is now fully staffed having hired 5 new investigators.  His office will be taking over the investigation of all complaints under the Shakman decree, which prohibits the hiring/firing/promotion of employees for political reasons, once the President’s Office is deemed in substantial compliance.  He will have 5 of the 14 investigators available for investigating such complaints.  About 30% of the office’s time is now being spent on Shakman-related matters.  His office is also doing work for the Forest Preserve (and being paid for that work out of the Forest Preserve’s funds).  He anticipates over 500 complaints (not related to Shakman) being received by his office this year, which are reviewed before opening a formal OIG investigation.  One investigator is located at Stroger Hospital, and that proximity has resulted in additional complaints being filed.  As a result of his office’s investigations, the Procurement Code was amended to require itemized bills with the dates and description of work performed by County contractors. 

The main outstanding issue for the office is its jurisdiction over the departments under the Elected Officers in the County, other than the President and Board of Commissioners.  Commissioner Goslin stated that it was certainly his intent when he voted for the ordinance creating the Office of Inspector General that it would have jurisdiction over all Cook County officials and employees.  The Inspector General said that the Clerk of the Court has accepted the OIG’s jurisdiction, despite the fact that there is an argument that as part of the State’s court system, the Clerk would be exempt. 

Nicholas Gapas, the Public Administrator, explained that his is a State office, but his budget is under the jurisdiction of the County Board.  However, the money for the budget comes solely out of the fees generated by the Public Administrator in administrating the estates of decedents who leave no will or whose named executor is not able to be the administrator.  If there are no known heirs of decedents, their real estate in Cook County escheats to the County.  Mr. Gapas estimates that close to $3 million will come to the County this year due to unknown heirs and revenue and interest for administering estates.  The Public Administrator’s expense budget for 2014 is only $1.1 million.

-- Priscilla Mims, observer  

Nov. 10, 2011 Budget Meetings--Last Day of Meetings before the Voting Begins!

In this post:  Juvenile Temporary Detention Center, Chief Judge, Public Defender, and County Treasurer

This is the last day the Finance Committee is meeting with Elected Officials and Department Heads to go over their individual proposed budgets. On Monday, November 14, the Finance Committee is going to be considering and voting on proposed revenue increases. Proposed amendments to the budget are due on Wednesday, November 16. And the Finance Committee expects to debate and vote on the entire budget on Friday, November 18. The Commissioners on the Committee will likely then immediately reconvene as the County Board and vote to accept the budget as amended by the Finance Committee (which is composed of all the same people).

Juvenile Temporary Detention Center (“JTDC”)

This was probably the longest of the departmental meetings, lasting about 3 hours. However, during that time, there was no direct discussion of the fact that the President’s recommended budget is about $6 million less than the departmental request. Based on information from other sources within the budget books, the President expects the costs to be less than the department requested if more of the juveniles now being housed there can instead be placed in alternative places in the community. The Transitional Administrator, Earl Dunlap, did say that the Court would need to determine who would qualify for these alternative placements, but generally, it would be the juveniles who are now housed in the JTDC for 7 days or less (who comprise 67% of those admitted) and those who come in on bench warrants. Mr. Dunlap stressed that the JTDC is just a pre-trial facility and its purpose is for public safety, not for rehabilitation (and 80% of the population is there for 2 weeks or less). He also stressed that the JTDC is a costly operation and the County is getting very little for its investment. A fair number of the juveniles would be better served in community-based programs, but that is going to take a commitment from the communities, as well as the County and Judiciary.

The number housed in the JTDC is down considerably from the average of 402 in 2008; as of this July, there were 296 juveniles there. However, Mr. Dunlap said that the numbers could start going up based on legislation in Springfield which would treat 17-year olds, currently treated as adults, as juveniles instead. Mr. Dunlap said that he now has a great deal of confidence in the staff working there. Comm. Gainer and Silvestri commented that they have both seen a big improvement in the atmosphere there. While Mr. Dunlap said that the school at the JTDC has improved tremendously, Comm. Gainer still has concerns that further changes are necessary. For example, the school hours should start later (consistent with studies that show teenagers need more sleep in the morning) and run longer, so the juveniles have less free time in the afternoons.

Mr. Dunlap also vigorously defended the money budgeted for mental health services provided by the Isaac Ray Center. He said that there were 519 incidents requiring mental health expertise, 404 (78%) of which were due to suicide issues.

Upon questioning from Comm. Murphy, Mr. Dunlap said that the $24,000 salary increases for Asst. Superintendents is due to the fact that they were hired last year at a lower rate and now, after one year of service, he is convinced they can do the job and deserve the higher rate. He also explained that overtime is going up in the budget (by $500,000 over 2011) because the JTDC is reducing its reliance on contract employees (down by $2.4 million from 2011) now that the staff is more settled.

Mr. Dunlap said that he expects that in 2012 the JTDC’s transition from Federal Court supervision to coming under the supervision of the Cook County Chief Judge will at last take place.

Chief Judge

Chief Judge Timothy Evans explained that the budget submitted by his area called for 73 reduced positions, but that under the budget submitted by the President, 85 more positions would be lost. He is working on submitting a proposed amendment that would be budget neutral, but which would allow him to save those positions. 

There was some confusion in looking at the overall budget of the Chief Judge, because that includes all the departments under him, including that of the JTDC, even though it is still under Federal Court supervision. Judge Evans said that he has started the process of looking for a new head of the JTDC in anticipation of it coming under his supervision.

Comm. Gainer expressed concern that there are no measurements in place yet for determining the effectiveness of several different providers of services related to foreclosures, even though the contracts have been in place for 4 months, totaling $3.6 million. However, she also praised the specialty courts that have been established (e.g., for prostitution and veterans).

Judge Evans touted the fact that the judges have helped reduce the jail population by ordering electronic monitoring in lieu of incarceration for those who pose no threat. However, he says that 1/3 of those ordered to go on electronic monitoring actually do. He told the Commissioners to ask the Sheriff why the difference. (Ironically, in past years, the Sheriff was complaining to Commissioners that judges weren’t ordering electronic monitoring.) One of the costs incurred by the Sheriff is to transport inmates to court from the jail. Judge Evans said that he will allow video-conferencing in lieu of transport if the defendant waives the right to be in court. However, he also admitted that most defendants would take the opportunity to get out of the jail to appear in court. One of the cost savings in the overall budget is due to eliminating weekend bond courts in the suburban courts and having 26^th & California be the single location on the weekends. This was a cost savings that the Sheriff had pushed for several years, to which Judge Evans has now agreed.

Public Defender

Similar to the State’s Attorney, the Public Defender, the Hon. Abishi Cunningham, Jr., has agreed to a reduced budget, but warned the Commissioners that the cuts were getting dangerously close to not allowing the department to meet its mandate. He asked that any additional money that could be found would be directed to his office. Comm. Daley said that the President was working on an amendment which would restore some of the positions that have been cut, which include some 10 attorneys, 29 investigators, and 20 support people, which represent $2.8 million in cost savings.

County Treasurer

Treasurer Maria Pappas touted her budget which is a 6% reduction in General Funds from 2011, or a reduction of $150,000. She is utilizing $225,000 more from the Tax Sales Automation Fund, a special purpose fund that can only be used to cover automation-related expenses. She is very proud of the automation efforts of her department which have resulted over the past decade in a reduction of employees from 250 to 110 for 2012. In response to a question from Comm. Gainer, Treasurer Pappas said the state legislation which requires the tax sales to be moved earlier in the year to July results in about $5 million less per month. Previously, the Treasurer determined when to hold the sale.

-- reported by Priscilla Mims