Montgomery County Finance Committee | November Meeting

Article Summary: After department heads spent unbudgeted money from the Coal Fund during the final week of the fiscal year, the Finance Committee is implementing strict new oversight rules requiring committee approval for all such expenses.

Finance & Budget Committee Key Points:

• The Trigger: Department heads vouchered money out of the Coal Royalty Fund (Fund 375) in the final week of FY2025, bypassing recent oversight norms.

• The New Rule: The committee voted to require all Coal Fund 375 requests to be approved by the Finance Committee before payment.

• Fund Balance: The Coal Fund balance stands at a healthy $10.7 million as of October 31.

• Pre-Approved List: The County Clerk reviewed the pre-approved payment list and removed 12 vendors to tighten financial controls.

HILLSBORO, Ill. – The Montgomery County Finance & Budget Committee moved to clamp down on spending procedures during their meeting on Thursday, December 4, 2025, instituting new hurdles for accessing the county’s lucrative Coal Royalty Fund.

The decision stems from an issue that arose at the end of the 2025 fiscal year. According to the minutes, department heads “vouchered money” out of the Coal Fund in the final week of the year. County Clerk Sandy Leitheiser reminded the committee that historically, all Coal Fund vouchers were vetted through the Finance & Budget Committee.

Committee members expressed a desire to return to that stricter procedure. The committee voted unanimously to recommend that “all Coal Fund 375 requests” must be approved by the Finance Committee and vouchers presented for payment before the committee’s November meeting. Furthermore, they voted to establish this expense procedure formally in the Montgomery County Board Rules of Order.

Vice Chair Connie Beck reported that the Coal Fund remains robust, receiving an October payment of $188,383.16. According to the Treasurer’s Report for October 31, 2025, the total cash and investments in the Coal Royalty Fund now sit at $10,778,950.36.

In other financial business, County Clerk Leitheiser presented a review of the “Pre-Approved Payment List,” which allows certain bills to be paid prior to full board approval (such as utilities). The committee recommended removing 12 items that were no longer used and adding explanatory notes to others to increase transparency.