McLean County Board members grilled County Clerk Kathy Michael for more than 40 minutes Monday afternoon concerning more than $400,000 in budget overages in her office that Michael has asked the county to pay.
The request came as part of what is usually a routine budget adjustment and cleanup process, prior to closing the books on the budget year. The size of the adjustment for the clerk's office raised eyebrows among executive committee members. And County Board Chair Elizabeth Johnston said there have been multiple overages in the last several years by the clerk’s office: $95,000 in 2023, $386,000 in 2024 and $400,000 in 2025.
“To the point where last year, we actually adjusted our budget policy to explain to department heads that the communication is essential. We can't have these kinds of overages without some sort of communication and awareness of what's happening,” said Johnston. “I want to see that communication going forward, and I'd like to see it even in the present.”
Michael has served as clerk for 15 years. Committee members questioned Michael about spending that included $91,000 for new election software purchases, roughly $138,000 in part-time salary overtime and full-time pay and a sizeable postage bill overage of $51,000.
Overtime pay
Michael said the overage on her office’s overtime and part time pay line came because of staff shortages caused by an unusual number of resignations.
“You said the other day, it was amazing that we could even get someone hired for a particular position. You described walking around the office asking, does anybody want to be tax administrator? Obviously, this is not an ideal situation. I'm curious about the retention in the county clerk's office. I feel like a picture has been painted that it's increasingly difficult to keep staff and to hire new staff,” said board member Cory Beirne.
Michael denied that there is a turnover problem in her office and characterized the shortage as “unique.”
“You know, your department does not operate in a vacuum. You do have county HR and administration to help you address some staffing shortages. I wanted to ask you whether you engage with those offices at all about overruns or about staffing issues in your department?” asked board member Lea Cline.
“No, we did not,” replied Michael.
Later in the meeting, board member Val Laymon asked whether Michael had been aware that HR and the county administrator’s office was a resource to help fill vacancies.
“No, after 15 years, no, I did not know that,” said Michael. “For all our years, we haven't had this particular issue. …I didn't think—let me run up and ask for help—not thinking that was part of your role. ...I'm kind of made that way anyway, as you might notice.”
Michael said the idea of having HR help with widening the field of applicants was a “wonderful suggestion for us.”
Non-contractual services
Cline quizzed Michael about the $150,000 in contractual services.
“I get nervous about round numbers. “That always makes me unsettled,” said Cline. “Contracts come in as solid numbers. Receipts often don't. So, I am a little suspicious of the round number.”
Michael said she would provide invoices later. She said that sort of expense should not be expected every year. Michael said all of the non-contractual services had to do with running elections.
Software
The program that runs the county clerk’s voter check-in was decommissioned, said Mark Senger, director of elections in the clerk’s office. Poll-Pad is the new software that replaced it. Board members asked why a software purchase was not handled through the regular budget request process when the clerk’s office knew about the software shutdown in late 2024.
“Then it was way too close to the April 1 election to introduce a new Poll-Pad, especially something radically changing it. So, we held off for that program,” said Senger.
Chief Deputy Clerk Jeannette Mead pointed out to Michael during board member questioning that by the time the purchase actually came about, the county board had approved the 2025 budget. That did not satisfy board members.
“That's a wide period of time to say, hey, this isn't going to be supported anymore. ...We need a new system. Instead of coming this year and saying we spent $91,000. We had to. That doesn't jive with me. You had a heads up on this and nobody knew about it,” said board member Sean Fagan.
“In the future, the minute we hear of something, we'll let you know, if that helps,” said Michael.
She said the new software will result in some savings going forward.
Postage
Michael explained the bulk of the extra $51,000 in postage was largely to make up for mistakes made that led to incorrect property tax bills sent to 7,000 parcel owners in the Olympia and Ridgeview School Districts. Michael said state law required those notices be sent by certified mail.
Communication
“What assurances do we have that moving forward, there will be more transparency?” asked board member Eric Hansen.
“You have my word,” said Michael.
She said new software will make that task easier.
Board chair Elizabeth Johnston said Michael may wish to consult other departments as a guide for a new process.
“Every other department has taken the opportunity throughout the year to bring us the amendments, to give us the memos, to give us the background and the information,” said Johnston.
Michael and her staff plan to meet with county administrators and board members next week. The committee voted to delay Michael’s request for a month so the clerk can provide invoices and more information about the spending.
Michael has also asked for three additional full-time positions in her office for the next budget cycle.
Michael is running for a fifth term.
