McHenry County Administrative Services Committee met Feb. 2.
Here are the minutes provided by the committee:
1. CALL TO ORDER
Meeting called to order at: 8:30 AM by Joseph Gottemoller.
PRESENT: Collins, Gottemoller, Althoff, Acosta, Bates, Jung Jr., Kearns, Vijuk
ABSENT:
Also present: Peter Austin, County Administrator; Scott Hartman, Deputy County Administrator; Kevin Bueso, Chief Financial Officer; Tom Sullivan, Director of IT; Sandra Salgado, Sheriff's Office Business Manager; Melissa Adamson, Health Administrator; Susan Karras, Director of Nursing; Adam Letendre, Director of Purchasing; Paula Yensen, County Board Member; Patricia Nomm, Director of Environmental Health; Theresa Meshes, County Board Member; Tom Burroughs, Director of Facilities; Maryellen Howell, Vet Division Manager; Alicia Schueller, Communication and Project Manager.
2. MINUTES APPROVAL
1. Administrative Services - Public Meeting - Dec 8, 2021 8:30 AM
| RESULT: ACCEPTED [UNANIMOUS]
MOVER: John Jung Jr. SECONDER: Michael Vijuk AYES: Collins, Gottemoller, Althoff, Acosta, Bates, Jung Jr., Vijuk ABSENT: Kearns |
| RESULT: ACCEPTED [UNANIMOUS]
MOVER: John Jung Jr. SECONDER: Michael Vijuk AYES: Collins, Gottemoller, Althoff, Acosta, Bates, Jung Jr., Vijuk ABSENT: Kearns |
Paula Yensen stated as the liaison to the Mental Health Board there has been some question regarding the economic interest and how to complete it correctly and stated the form has changed drastically and she asked if the Administrative Services committee can conduct some type of training from the State's Attorney about how to complete the form correctly because the questions are different. All the people from the Mental Health Board are appointed they are not political and want to do the right thing, and at the Mental Health Board there was discussion on how to complete that form. Mr. Austin stated her analysis is correct the form is different this year that the state provided, Scott has already made the request of the State's Attorney's Office to give them a one pager on how to respond to the assets over $10,000. When Mr. Hartman made the request the State's Attorney had announced that they were already working on the matter, so they should have something quick, but it is only February 2, 2022. He stated the people who are filing petitions are getting the form but a majority of people haven't received the form yet because it will be out towards the end of February early March, there is a few weeks but they are waiting on something from the State's Attorney specifically on that. Ms. Yensen stated the members at the Mental Health Board would appreciate that, they received an opinion from Dave McCarter's office and she would feel more comfortable that if it came the County to instruct all of them, and its a uniformity of message. Chair Gottemoller stated in addition to that candidates are going to have to have it on file by March 14, 2022 so it is not a May time for them if they are going to be a candidate.
Ms. Yensen stated she is aware the committee is going to be reviewing Board Rules later on the agenda and one issue she is concerned about is mileage. She feels County Board members should not receive mileage to go back and forth to meetings or Board meetings. She stated when she worked at United Way, she never got reimbursed for her mileage to go to work, if she had an outside activity that is different but she is opposed to reimbursing County Board members for mileage for their attendance at meetings.
4. MEMBER COMMENTS
Pamela Althoff requested a time frame with regard to the State's Attorney doing something of that matter. Not currently because he is unaware but when he gets an idea she thinks that information would be helpful in their responses to people and candidates. Mr. Austin stated they will absolutely have an update at the Committee of the Whole meeting or if not sooner.
Michael Vijuk wanted to point out to the general public that this is Black History Month, and it would be remised if they did not notice yesterday fifteen Historical Black Colleges and Universities had bomb threats to their campuses. As far as he knows there is no Historically Black Colleges or Universities in McHenry County, nevertheless some of the population may be sending their children or partners to those colleges and universities and the concerns they have and he hopes the committee can at least present a position that they find it appalling.
5. ROUTINE CONSENT AGENDA
1. Resolution Authorizing ProofPoint Subscription Service and Support Renewal with CDW*G LLC in Fiscal Year 2022
2. 5.2 - Removed for Discussion by Mr. Collins
3. Resolution Authorizing the Creation of Two (2) Case Manager positions (Grade 7E) in the Sheriff's Office in the Police Social Worker Division (Leadership and Governance)
4. 5.4 - Removed for Discussion by Mr. Vijuk
5. 5.5 - Removed for Discussion by Mr. Vijuk
6. ITEMS REMOVED FROM CONSENT AGENDA
1. Resolution Authorizing a Contract with Insight Public Sector SLED for the Purchase and Installation of a Vertiv Air-Cooled Air-Conditioning Unit Using McHenry County's Allotment of the American Rescue Plan Act of 2021 and an Emergency Appropriation to the 2022 Non Departmental Fiscal Year Budget
Formerly agenda item No. 5.2 - Tom Sullivan, Director of Information Technology, joined the committee to discuss the resolution.
Mr. Collins stated it was not appropriate in the 2022 budget, he inquired if the ARPA funds drove the decision now or if this is something planned to be done later. Mr. Sullivan stated this has been on the radar for almost seven years and it has parts failing that cannot be sourced anymore, particularly the main processor unit. He stated it is set to the right temperature currently but they cannot change it and it seems as though it has reached its end of life, the funds are available otherwise the plan was to take it out of contingency. Mr. Collins stated if it has been seven years he inquired why it was not done sooner, as this is an important piece of equipment. Mr. Austin stated for seven years they have not had to spend the money because Mr. Sullivan appropriately told them it was winding down but would still function.
| RESULT: RECOMMENDED [UNANIMOUS]
MOVER: Michael Vijuk SECONDER: Pamela Althoff AYES: Collins, Gottemoller, Althoff, Acosta, Bates, Jung Jr., Kearns, Vijuk |
Formerly agenda item No. 5.4 - Melissa Adamson, Health Administrator, joined the committee to discuss the resolution.
Mr. Vijuk stated he spoke with staff, but he wanted to point out where the Administrative Specialist position had a $7,000 increase in pay, which is about 73% and he wanted the general public to hear the rational as to why. Ms. Adamson stated the actual rate of pay has not changed, which is $15.10, it just the increase in hours that is driving the cost from .35 to .6 to account for additional responsibilities and duties that are needed for timely imaging of documents, additional data, etc.
Mr. Collins inquired about the Veterinary Public Health Assistant Manager position that was approved in 2021, and why it was not included in the budget process and if that means back pay. Ms. Adamson stated just to the beginning of this Fiscal Year is what they are asking for, it was not so much oversight on her part getting it into the budget, so that is why they would like to start as of December for the Fiscal Year 2022.
Mr. Kearns stated he agrees with Mr. Collins about the retroactive, he does not feel it should be he stated he does not mind giving people raises but he does not want to go backwards. He would be willing to offer an amendment to remove the retroactive, he is fine with the rest but not that part, with that he made a motion to do so. Mr. Jung seconded. Mr. Vijuk inquired on the approximate cost to what would be the difference between the December or January, Ms. Adamson stated she needs to double check the cost to see if she included the amount but she will certainly follow up with a quick email after the meeting and send out the information tomorrow.
Mr. Collins wanted to understand the process on how they got to the current point, he did not have an issue with the retroactive pay and does not think Ms. Adamson should penalize a person if in the process of managing the budgets the steps were missed, he does not think it is fair to that individual who did not have a part in the process. Ms. Althoff concurred. Mr. Kearns stated changing pay grades is done throughout the year and they are not made retroactive back to the end of the budget year and it does not matter if it is one month or a mistake because now precedent was set that they will do everything retroactive when this is done. He stated that is why he disagrees with this, it is not that much money for the person but he thinks soon it will become a bigger dollar and the budgets will run short haired eventually. Chair Gottemoller stated he would leave the retroactive in and he thinks if they get to the point of bigger dollars and it would break the budget they can talk about it then. He does not want to do that to the individual because of a mistake in their pay, if they are entitled to have received this in the first place. After brief continued discussion from the committee Chair Gottemoller to a voice vote on the amendment. The amended motion failed on a majority vote of most members voting nay.
| RESULT: RECOMMENDED [UNANIMOUS]
MOVER: Pamela Althoff SECONDER: John Jung Jr. AYES: Collins, Gottemoller, Althoff, Acosta, Bates, Jung Jr., Kearns, Vijuk |
Formerly agenda item No. 5.5 - Melissa Adamson, Health Administrator, joined the committee to discuss the resolution.
Mr. Vijuk stated the request is for a new Public Health Nurse, he inquired why it was not included in the 2021-2022 budget request. Ms. Adamson stated when they met with County Administration the original supplemental request did have it, but it did not make the final cut, they pulled out the positions they thought would eventually go to the ARPA funds and this was one of those positions. As the committee knows the demand on the nursing division continues to be very high, there is more communicable disease investigation, outbreak management for food borne illnesses, immunizations are behind so there is an increase demand in the work load.
| RESULT: RECOMMENDED [7 TO 1]
MOVER: Pamela Althoff SECONDER: John Collins AYES: Collins, Gottemoller, Althoff, Acosta, Bates, Jung Jr., Vijuk NAYS: Kearns |
1. Discussion of Board Rules
Scott Hartman, Deputy County Administrator, joined the committee for the Discussion on Board Rules.
8. REPORTS
1. Capital Plan Update
Tom Burroughs, Director of Facilities Management, joined the committee to discuss the report.
2. Communications
Alicia Schueller, Communications and Project Manager, joined the committee to discuss the report.
3. Administrator Report
Peter Austin, County Administrator, joined the committee to discuss the report.
a. County Administator Goals Update
County Administrator Goals: July 2021 - June 2022 Update 11.03.21 Update 02.02.22
• Develop and implement a McHenry Rescue Plan for utilization of ARPA monies.
o The framework of the plan was plan was developed in August and Sept and shared with the Finance Committee and then the full Board in October.
o A website has been developed and the application portal will be open November 1 with application reviews beginning December 1.
o The first external awards from the Advance McHenry County Program were announced in January; three awards totaling $3.7M. In February, it is anticipated that the County Board will approve three more awards totaling $3.3M.
o The internal uses of the Advance McHenry County Program now have over $20M committed to County government projects over the next four years.
• Develop FY22 Budget which plans for phased out jail revenue.
o A budget with jail revenue for only the first month of FY22 has been presented to the Board. It will be voted by the full Board on 11.16.21.
o Complete: The FY22 budget was adopted with no revenue from the jail included.
• Work with Sheriff and municipal partners to begin development of a regional public safety training center.
o A memorandum of understanding to acquire the building passed by both County Board and Village Board in October.
o The former Cary Village Hall has been vacated and the County will take possession of title in the first twos weeks of February.
• Work with Sheriff and municipal partners to begin development Law Enforcement/Shared Social Worker program.
o The model program and draft budget has been developed.
o The County Coordinator, working in conjunction with Sheriff’s Office, is beginning to market program to municipal partners.
o Grant dollars from Mental Health Board have been secured.
o Thirteen (13) local governments have already signed up to participate in the Police/Social Worker intergovernmental program.
• Develop Program to expand internet access in the western half of McHenry County.
o HR Green used months of August, September, and October to design a path for a publicly constructed trunk-line.
o design complete, funding options are being explored. Two discussions were help with DCEO in late October to explore access to State ARPA monies.
o The County is preparing for when when state/federal money is made available for broadband expansion. A Request for an Expression of Interest will be distributed to over a dozen private internet providers on February 7.
• Expand and coordinate the role of communications across McHenry County Government.
o New McHenry County Strategic Communications Plan to be adopted in November of 2021.
o County Administration will continue to look for new ways to engage the public.
o The Strategic Communications Plan was adopted in November of 2021 and Communications remains a standing agenda item.
o Communications has held a coordination meeting to introduce new staff from MCDOT and the Sheriff’s Office.
o The new County brand is slowly being rolled-out and utilized in a growing number of ways.
o An increasing amount of video is being used by Communications, including the 2022 State of the County Address.
• Work with the McHenry County Department of Health to find their optimal organization size and structure.
o A contract with Integrated Solutions Consulting is slated for approval in November. Target completion date for study is March of 2022.
o Ongoing
• Enhance the Five-Year Capital Plan to add more information and improve the presentation.
o This project is near completion and the new Five-Year Capital Plan will be presented to the Board in December or January, but much of it is already visible on-line. It was developed with the new Questica software and it links to D365 for constantly updated accounting.
o Complete: The Five-Year Capital Plan was approved in the FY22 Budget. Staff will present the new Five-Year Capital Plan to the County Board at the February Committee-of-the-Whole.
• Maintain financial strength in the face of expected financial challenges for traditional revenues and unknown actions of the State.
o Ongoing: Balance budget presented for FY22 in the face of additional unfunded mandates from the State regarding both elections and criminal justice. Additionally, the State has also determined that County governments may no longer receive revenue for housing Federal detainees from ICE.
o Ongoing: County staff is currently monitoring two pieces of legislation under consideration in Springfield. One makes permanent and predictable the County portion of the state’s Local Government Distributive Formula (LGDF). The second would freeze all local governments’ ability to increase property tax over the next two years.
• Oversee the transition to a new Director in the Planning & Development Department.
o Ongoing. Adam Wallen was appointed as the new Director of P&D in September.
o Director Wallen has filled all of the recent vacancies on the P&D staff and is now moving ahead with the soon-to-be-seated development of the 2050 Land Use Plan.
• Update the market analysis for a dementia/Alzheimer’s unit at Valley Hi. County Administration will then assist with the County Board’s consideration of whether a dementia/Alzheimer’s unit will be added to Valley Hi.
o The updated market analysis is underway. Rapid changes in construction and wage costs have contributed to a delay in the delivery of the report, which is now anticipated in December.
o Ongoing: Plan is shifting to look in-depth at expanding the dementia/Alzheimer’s unit largely within the walls of the existing facility. This change is focus has necessitated some additional review time. The Valley Hi Operating Committee was updated in February.
• Begin preparation to move to an 18-member County Board
o Ongoing
o The Administrative Services Committee is now in the process of reviewing Board Rules with a goal of positioning the next County Board for a new, 18-member Board.
• Finalize the County Board’s 2021 - 2025 strategic plan and develop a plan for implementation and reporting.
o The Strategic Plan was approved on 10.19.21.
o The initial Strategic Plan report card will be presented November
o The Strategic Plan report card has been updated monthly.
o A large Strategic Plan banner has been ordered to be displayed in the County Administration Building. The intent is to make the visiting public aware of the presence of a Strategic Plan.
• It is anticipated that a complete review and update of the non-union compensation structure will be undertaken in 2022
o Given the current difficulty in hiring at all positions, this goal was accelerated and the contract for the review of the compensation structure was approved in October.
o A salary survey was developed by the consultant and sent from the County Administrator to 13 area local governments to assist in measuring the current public sector labor market for the region.
• Negotiate three new labor agreements:
o Sheriff’s Patrol (FOP Unit I) - Completed October 2021
o Sheriff’s Corrections (FOP Unit II) - Ongoing
o Court Services/Probation (AFSCME) - Not yet started
o Sheriff’s Corrections (FOP Unit II) - Completed November 2021
o Court Services/Probation (AFSCME - negotiations are now underway
• Build on managerial training on communication and attempt to enhance employee morale and trust. Monitor employee turnover and responses received in the annual employee survey.
o Managerial training opportunity, “Leading with Gratitude” presented all managers in the month of August.
o County Administrator continuing monthly communications to entire organization.
o Human Resources, responded to the employee survey by again opening HMO to all employees and adding expanded dental care option.
o Ongoing, A plan for training for the year has been developed by the Human Resources Department and shared with the Elected Officials/Department Heads.
• Foster positive working relationships with the county board
o Ongoing - The County Administrator is enjoying working with this Board and how they work with each other.
o Ongoing………
• Revisit the idea that the McHenry County Ethics Commission can used by other local governments.
o This issue has been raised by the County Administrator at the monthly meetings of the Village Managers that the County Coordinator hosts.
o County Administration to work on an information piece that can be shared with other local governments.
o An information piece was developed by County Administration. This piece was shared with local governments via the January 3, 2022, McHenry County Council of Governments electronic newsletter. The County Coordinator will include this information again in an upcoming edition of the newsletter.
• Explore the development of a pilot program for the introduction of electric vehicles to the County fleet
o The County Fleet Manager and County Facilities Manager are both aware of this goal and will be working with County Administrator on the development of a pilot program and the installation of charging stations.
o Several County staff members participated in a meeting with an electric vehicle consultant in December. Staff is now waiting for indications about how and when to access Federal/State dollars for the electrification of local government fleets.
o Staff is now measuring the electric “load” that can handled at various County Buildings that might add additional charging stations.
o The Purchasing Director is developing a Capital Investment Plan for making a portion of the McHenry County fleet electric over the next five years.
• Work with EMA, Health Department and others to prepare “after-action” on McHenry County pandemic response.
o Ongoing. While this pandemic is not over, the County has already prepared a Recovery and Resiliency Report to guide response to the next pandemic-like event.
• Ongoing. While the pandemic is not over, it may be shifting to an endemic in the coming weeks/month. How this shift occurs will need to be documented in the County’s Recovery and
9. FUTURE TOPICS
10. EXECUTIVE SESSION (AS NECESSARY)
None.
1. Labor Relations/Personnel Matters
2. Approval of Minutes from: November 3, 2021 and December 8, 2021
11. ADJOURNMENT
Mr. Collins made a motion, seconded by Mr. Vijuk, to adjourn the meeting at 10:48 a.m. The motion passed on a voice vote of all members present voting aye. -TCMcKinnon
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