McHenry Times

McHenry County Internal Support & Facilities Committee met Aug. 8.

Here is the minutes provided by the Committee:

1. CALL TO ORDER

Meeting called to order at: 8:15 AM by Yvonne Barnes.

PRESENT: Barnes, Heisler, Kurtz (8:25 AM), Walkup (Remote), Bates (8:27 AM), Rein, Aavang ABSENT:

Also in attendance: Judge Michael Sullivan, Judge Michael Feetterer, Judge James Cowlin, Dan Wallis and Jason Sterwerf, Courts; Peter Austin, County Administrator; Ralph Sarbaugh, Associate County Administrator-Finance; Scott Hartman, Deputy County Administrator; Tom Burroughs, Director of Facilities; Adam Letendre, Director of Purchasing; Tom Sullivan, Information Technology Director and Leslie Schermerhorn, Regional Superintendent of Schools.

2. MINUTES APPROVAL

1. Internal Support & Facilities - Public Meeting - Jun 13, 2018 8:15 AM

RESULT: ACCEPTED [UNANIMOUS] MOVER: James Heisler SECONDER: Michele Aavang AYES: Barnes, Heisler, Walkup, Rein, Aavang ABSENT: Kurtz, Bates

2. Internal Support & Facilities - Public Meeting - Jul 10, 2018 8:15 AM

Chairwoman Barnes informed members the meeting will now move to agenda Item No. 5.6.

RESULT: ACCEPTED [UNANIMOUS] MOVER: James Heisler SECONDER: Michele Aavang AYES: Barnes, Heisler, Walkup, Rein, Aavang ABSENT: Kurtz, Bates

3. PUBLIC COMMENT

Leslie Schermerhorn, Regional Superintendent of Schools, Woodstock, Illinois joined committee members and informed them she recently located in her file room a plaque noting the new Administration Building opening as of November 8, 2003. She stated the Regional Office of Education has been in the Administration Building since its inception. She mentioned schools are the largest employers in McHenry County, and imagine what constituents would think if they were told the Regional Office of Education will no longer be located in the Administration Building.

4. PRESENTATION

None.

5. NEW BUSINESS

1. 8:30 am - Interview - Public Building Commission - James Becker

Committee members introduced themselves and interviewed James Becker for consideration for appointment to the McHenry County Public Building Commission. It was noted that Mr. Becker meets the requirements as a member of the McHenry County Public Building Commission.

2. Motion: Deliberation and Selection of up to one Candidate for Recommendation to the County Board Chairman for the Public Building Commission for a Term to Expire September 1, 2023

Ms. Kurtz made a motion, seconded by Mr. Heisler, to recommend the appointment of James Becker as a member of the McHenry County Public Building Commission for a term expiring on September 1, 2023.

RESULT: RECOMMENDED [UNANIMOUS] MOVER: Donna Kurtz SECONDER: James Heisler AYES: Barnes, Heisler, Kurtz, Walkup, Bates, Rein, Aavang

3. Resolution Authorizing a Contract with Jensen's Plumbing & Heating, Woodstock, IL for the Construction of a Roof Storm Water Collection and Discharge System at the Division of Transportation Truck Storage and Maintenance Facility

Mr. Burroughs joined committee members and presented the resolution. He mentioned that last year there was brought forward a request to build a stormwater draining system at the Division of Transportation. Multiple staff injuries have occurred because of the construction of the system currently in place. Stormwater currently drains onto a large truck parking lane which freezes during winter months, despite the efforts of staff and employees to keep the area ice free.

Mr. Burroughs explained that staff worked with a civil engineer and Department of Transportation staff on a corrected design plan. This matter went to bid and Jensen Plumbing and Heating from Woodstock, Illinois are being recommended for the project. Work is anticipated to begin in late September with plans to have the project finalized before the upcoming snow/ice season.

RESULT: RECOMMENDED [UNANIMOUS] MOVER: Michele Aavang SECONDER: Kay Bates AYES: Barnes, Heisler, Kurtz, Walkup, Bates, Rein, Aavang

4. Resolution Authorizing a Two (2) Year Base Contract for Option Years Three (3) and Four (4) of the Contract with Brightview Landscapes, LLC of Rockville, Maryland for Lawn Maintenance Services in FY2019 and FY2020

Mr. Burroughs, Director of Facilities, joined committee members and presented the resolution. The resolution is to enter Brightview Landscaping into a two-year contract for the final 2 years of the bid cycle. Mr. Burroughs stated that Brightview Landscaping has performed work to their satisfaction and feels that continuing working with them is necessary.

Members were provided with an amended copy of the resolution showing amended financial numbers that would be a part of their software package. Ms. Kurtz made a motion, seconded by Ms. Bates to recommend the amended version.

Mr. Sarbaugh mentioned that the coding has changed. It is no longer OCA code level 3. The first number of the coding is the fund that is going to pay for it. The second number is the department number. The third number sequence is the division that is going to cover it within the department, and the last number is the main account which is the budget line item. This the biggest change in the number coding with the new financial software system.

RESULT: RECOMMENDED [UNANIMOUS] MOVER: Donna Kurtz SECONDER: Kay Bates AYES: Barnes, Heisler, Kurtz, Walkup, Bates, Rein, Aavang

5. Resolution Setting the Holiday Schedule for 2019

Mr. Austin joined the committee members and presented the resolution. For the calendar year 2019, he proposed to have Spring Holiday off instead of Christmas Eve. Mr. Austin stated that we are trying to mirror what the State is observing for Court Holidays. Mr. Walkup brought up the question as to what others who do not observe Christianity do to observe their religious Holidays. Mr. Austin stated that employees are given two personal days to use at their discretion. Mr. Walkup and Ms. Kurtz were both in agreement that they didn’t feel that employees should have to use a personal day to observe their religious Holidays. Ms. Kurtz expressed that the issue may be if the buildings are open or not. She stated that she will speak with John Jung to request that it be put on their Human Resources Committee agenda.

RESULT: RECOMMENDED [UNANIMOUS] MOVER: Michael Rein SECONDER: Michele Aavang AYES: Barnes, Heisler, Kurtz, Walkup, Bates, Rein, Aavang

6. Resolution Authorizing a Lease for Office Space at 400 Russel Court to Relocate the Office of

Special Projects and an Emergency Appropriation to Court Administration's FY2018 Budget

Judge Sullivan, Judge Cowlin, Judge Feetterer, Dan Wallis and Jason Sterwerf joined committee members for the presentation of this matter.

Mr. Wallis provided the committee with a handout showing the building in question at 400 Russel Court, Woodstock, IL. Mr. Wallis proposed the relocation of their office of Special Projects from the first floor of the Courthouse outside of Courtroom 101 to the location of 400 Russel Court. He stated that the space they are currently residing in is small and not well suited for the staff or routine meetings with participants. He feels this is the best decision to be made based upon the available resources they have despite the fact that he doesn’t like to move Court Services outside of the Courthouse.

Mr. Wallis also stated that five out of six individuals released from prison are rearrested. 75% of those individuals that go through programs such as these will never be rearrested again, and these numbers are based on 20 years of research. The program has been spotlighted nationally twice and their participant handbook is the model for the state. He also stated that the cost for an individual to be in the program is around $7,500.00 vs. $38,000.00 to be incarcerated. With this proposed resolution they are asking for the fund balance for the Specialty Court to be used to pay for this year. In the coming year, the House Bill 4594 revamps how fees and fines are done with criminal cases.

Ms. Kurtz joined the meeting at 8:25 a.m. Ms. Bates joined the meeting at 8:27 a.m.

Chairwoman Barnes informed members the meeting will move to agenda item No. 3 - Public Comment.

RESULT: RECOMMENDED [UNANIMOUS] MOVER: Michele Aavang SECONDER: Kay Bates AYES: Barnes, Heisler, Kurtz, Walkup, Bates, Rein, Aavang

7. FY18-19 Budget Reviews

1. Information Technology

Messrs. Austin, Sarbaugh and Sullivan joined committee members for presentation of the FY18- 19 Information Technology Department's budget (contained in the meeting packet).

Mr. Walkup stated at 9:27 a.m. that he would be leaving the meeting.

Various department funds were reviewed, along with FY18/19 performance indicators. Supplemental requests were presented and discussed.

Committee members recommended the FY18-19 budget for the Information Technology Department's budget be moved forward through the budget process.

Full comments can be heard on McHenry County's website audio of this meeting.

2. Purchasing

Chairwoman Barnes called for a brief recess at 10:21 a.m.

Chairwoman Barnes reconvened the meeting at 10:27 a.m.

Messrs. Austin, Letendre and Hartman joined committee members for presentation of the FY18- 19 Purchasing Department's budget (contained in the meeting packet). Various department funds were reviewed, along with FY18/19 performance indicators. Supplemental requests were presented and discussed.

Committee members recommended the FY18-19 budget for the Purchasing Department's budget be moved forward through the budget process.

Full comments can be heard on McHenry County's website audio of this meeting.

3. Facilities

Messrs. Burroughs, Austin and Hartman joined committee members for presentation of the FY18- 19 Facilities Department budget (contained in the meeting packet). Various department funds were reviewed, along with FY18/19 performance indicators. Supplemental requests were presented and discussed.

Members and staff discussed the possibility of solar panels being installed at various County locations.

Committee members recommended the FY18-19 budget for the Facilities Department budget be moved forward through the budget process.

Full comments can be heard on McHenry County's website audio of this meeting.

6. OLD BUSINESS

1. Capital Plan Update

Mr. Austin, Mr. Hartman, and Mr. Burroughs joined the committee members.

Mr. Burroughs, Director of Facilities stated that the parking lot project is moving along on schedule. Currently, the project is in Stage 3 and progressing.

Mr. Burroughs stated that the Health Department Administration Renovation project is currently out for bid and to be received on August 22, 2018. A resolution for this project will be brought to the committee at a future meeting to have work begin in November 2018.

Mr. Hartman updated the committee that the radio replacement for the Sheriffs' and other departments is moving forward. The replacement schedule is planning to occur the next fiscal year in December to be put in the FY2019 budget. The recommendation was to spread out over FY2019 and FY20.

7. REPORTS

1. Administrator

Mr. Austin joined members and introduced Kathie Bough who is the new Administrative Specialist for County Administration.

Members previously questioned if there were additional applicants for the open position on the Public Building Commission. Mr. Austin informed members he just received information that there was one opening, and Mr. Becker was the only applicant.

Mr. Austin reported that Administration staff are working diligently on the budget, and learning the new ERP accounting software. A goal is to complete the FY18-19 budget by Labor Day.

Mr. Austin informed members that Mr. Hartman has recently been selected as the President of the Illinois Association of County Administrators (IACA). Alicia Schuller has been working on orientation for new County Board members. Mr. Austin reported that he has been working on the Lake in the Hills water situation and the residences that are affected by it. He stated that 71 users of the water in an unincorporated section of McHenry County are bounded on three sides by Algonquin but with water provided by Lake in the Hills. The system has been deteriorating and needs to be replaced. There are a handful of residents that want a Special Service Area created to keep systems publicly owned by Lake in the Hills. Lake in the Hills may front $2 million in which they will recapture on property tax bills over 30 years. The question is whether to create a Special Service Area, that would take a vote from the County Board to allow Lake in the Hills to do this. The question would also be if the County Board wants to tax the 71 users $1,400 a year for 2-3 decades without a clear demonstration that those residences want a Special Service Area. A group is working on passing a petition to see if there is a clear majority of all property owners to sign stating that they want a Special Service Area. He stated that his next step is working with GIS (Geographic Information System) to help develop a list of property owners. There are a lot of renters in this area which makes it challenging to connect with the property owners.

8. MEMBERS' COMMENTS

Ms. Kurtz expressed her gratitude toward Chairman Ms. Barnes and Mr. Austin for assisting the constituents with the Lake in the Hills water problem and the Special Service Assessment requests. Ms. Kurtz responded to Leslie Schermerhorn’s concerns about the office space for the ROE (Regional Office of Education). She reiterated that when she voted for the room layout, she voted to have people in the layouts and offices as voted on. She hopes that everyone shares that sense of responsibility to those departments that were assigned to different locations. She stated that any changes should come to this committee and to the County Board before any changes occur. Changes would affect our constituents and in this case, she felt the ROE makes a good point that thousands of people cycle through that office and it could cause chaos. Mr. Austin stated that nothing has changed since last month. There has been talk about putting the VAC (Veterans Assistance Commission) and ROE together, but bids right now have them staying where they are.

9. EXECUTIVE SESSION (AS NECESSARY)

None.

10. ADJOURNMENT

Ms. Bates made a motion, seconded by Mr. Heisler, to adjourn the meeting at 11:33 a.m. The motion passed with all members present voting aye on a voice vote.

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