Lake County Financial & Administrative Committee met Jan. 9.
Here is the minutes provided by the committee:
1. Call to Order
Chair Frank called the meeting to order at 8:30 a.m.
Present 7 - Chair Frank, Vice Chair Vealitzek, Member Carlson, Member Didech, Member Pedersen, Member Wasik and Member Wilke
Others present:
Dick Barr, County Board
Kevin Carrier, Division of Transportation
Mary Crain, Division of Transportation
Mary Ross-Cunningham, County Board
Lauren Fleming, County Resident
Todd Govain, County Clerk's Office
Gary Gibson, County Administrator's Office
Al Giertych, Division of Transportation
RuthAnne Hall, Purchasing/Human Resources
Sandy Hart, County Board
Karla Hasty, Human Resources
Jim Hawkins, County Administrator's Office
Ryan Horne, Finance and Administrative Services
Holly Kim, Treasurer
Carl Kirar, Facilities and Construction Services
Chris Kopka, Human Resources
Ann Maine, County Board
Vasyl Markus, Treasurer's Office
Judy Martini, County Board
Matt Meyers, County Administrator's Office
Jon Nelson, Division of Transportation
Jerry Nordstrom, Health Department
Robin O'Connor, County Clerk
Cynthia Pruim-Haran, Recorder of Deeds
Andrea Rosen, Communications
Mark Pfister, Health Department
Todd Schroeder, Court Administration
Mary Stevens, Court Administration
Patrice Sutton, Finance and Administrative Services
Micah Thornton, Circuit Court Clerk's Office
Cassandra Torstenson, County Administrator's Office
Blanca Vela-Schneider, County Administrator's Office
Eric Waggoner, Planning, Building and Development
Teri White, State's Attorney's Office
Mike Wheeler, Finance and Administrative Services
Rodney Worden, Public Works
2. Pledge of Allegiance
Member Pedersen led the Pledge of Allegiance.
Chair Frank requested a moment of silence in honor of the servicemen and women recently deployed.
3. Addenda to the Agenda
There were no additions or amendments to the agenda.
4. Public Comment
There were no comments from the public.
5. Chair's Remarks
There were no remarks from the Chair.
6. Old Business
There was no old business to discuss.
7. New Business
CONSENT AGENDA (Items 7.1 - 7.13)
APPROVAL OF MINUTES
7.1 20-0001
Minutes from November 7, 2019
A motion was made by Member Wilke, seconded by Member Didech, that Items 7.1 through 7.3 and 7.13 be approved and that items 7.4 through 7.12 be recommended for approval on the County Board agenda. The motion carried unanimously.
Aye: 7 - Chair Frank, Vice Chair Vealitzek, Member Carlson, Member Didech, Member Pedersen, Member Wasik and Member Wilke
7.2 20-0059
Executive Session minutes from November 7, 2019.
A motion was made by Member Wilke, seconded by Member Didech, that Items 7.1 through 7.3 and 7.13 be approved and that items 7.4 through 7.12 be recommended for approval on the County Board agenda. The motion carried unanimously.
Aye: 7 - Chair Frank, Vice Chair Vealitzek, Member Carlson, Member Didech, Member Pedersen, Member Wasik and Member Wilke
7.3 20-0060
Minutes from December 5, 2019.
A motion was made by Member Wilke, seconded by Member Didech, that Items 7.1 through 7.3 and 7.13 be approved and that items 7.4 through 7.12 be recommended for approval on the County Board agenda. The motion carried unanimously.
Aye: 7 - Chair Frank, Vice Chair Vealitzek, Member Carlson, Member Didech, Member Pedersen, Member Wasik and Member Wilke
LAW & JUDICIAL 7.4 20-0010
Joint resolution authorizing the State’s Attorney’s Appellate Prosecutor Program for Fiscal Year (FY) 2020 for a continued participation fee of $49,000.
A motion was made by Member Wilke, seconded by Member Didech, that Items 7.1 through 7.3 and 7.13 be approved and that items 7.4 through 7.12 be recommended for approval on the County Board agenda. The motion carried unanimously.
Aye: 7 - Chair Frank, Vice Chair Vealitzek, Member Carlson, Member Didech, Member Pedersen, Member Wasik and Member Wilke
HEALTH & COMMUNITY SERVICES 7.5 20-0033
Joint resolution accepting the Illinois Department of Healthcare and Family Services (IDHFS) funding and authorizing an emergency appropriation in the amount of $1,555,400 for the Medicaid Federal Financial Participation (“Medicaid Match”) Initiative.
A motion was made by Member Wilke, seconded by Member Didech, that Items 7.1 through 7.3 and 7.13 be approved and that items 7.4 through 7.12 be recommended for approval on the County Board agenda. The motion carried unanimously.
Aye: 7 - Chair Frank, Vice Chair Vealitzek, Member Carlson, Member Didech, Member Pedersen, Member Wasik and Member Wilke
PUBLIC WORKS, PLANNING & TRANSPORTATION 7.6 20-0008
Joint resolution authorizing an agreement with the State of Illinois, by and through the Illinois Department of Transportation (IDOT), for the use of HERE Proprietary Attribute Data to update the Lake County PASSAGE System at no cost to Lake County.
A motion was made by Member Wilke, seconded by Member Didech, that Items 7.1 through 7.3 and 7.13 be approved and that items 7.4 through 7.12 be recommended for approval on the County Board agenda. The motion carried unanimously.
Aye: 7 - Chair Frank, Vice Chair Vealitzek, Member Carlson, Member Didech, Member Pedersen, Member Wasik and Member Wilke
7.7 20-0007
Joint resolution ratifying an emergency procurement contract with Berger Excavating Contractors Inc., Wauconda, Illinois, in the amount of $162,029 for contractual construction services required to replace a failing corrugated metal storm sewer pipe under Grass Lake Road, 350 feet west of Sibley Drive in Antioch, Illinois, and appropriating a supplemental amount of $3,000 of County Bridge Tax funds.
A motion was made by Member Wilke, seconded by Member Didech, that Items 7.1 through 7.3 and 7.13 be approved and that items 7.4 through 7.12 be recommended for approval on the County Board agenda. The motion carried unanimously.
Aye: 7 - Chair Frank, Vice Chair Vealitzek, Member Carlson, Member Didech, Member Pedersen, Member Wasik and Member Wilke
7.8 20-0034
Joint resolution authorizing an agreement with RHMG Engineers Inc., Mundelein, Illinois, in the amount of $262,779 for final engineering design services for a new Vernon Hills Water System Reservoir.
A motion was made by Member Wilke, seconded by Member Didech, that Items 7.1 through 7.3 and 7.13 be approved and that items 7.4 through 7.12 be recommended for approval on the County Board agenda. The motion carried unanimously.
Aye: 7 - Chair Frank, Vice Chair Vealitzek, Member Carlson, Member Didech, Member Pedersen, Member Wasik and Member Wilke
7.9 20-0037
Joint resolution authorizing a contract with American Fence Professionals, Elk Grove Village, Illinois, to furnish and install perimeter fencing for Lake County Public Works in the amount of $34,185.
A motion was made by Member Wilke, seconded by Member Didech, that Items 7.1 through 7.3 and 7.13 be approved and that items 7.4 through 7.12 be recommended for approval on the County Board agenda. The motion carried unanimously.
Aye: 7 - Chair Frank, Vice Chair Vealitzek, Member Carlson, Member Didech, Member Pedersen, Member Wasik and Member Wilke
7.10 20-0038
Ordinance amending Chapter 51 of the Lake County Code of Ordinances (sewer-related rates for certain Lake County systems).
A motion was made by Member Wilke, seconded by Member Didech, that Items 7.1 through 7.3 and 7.13 be approved and that items 7.4 through 7.12 be recommended for approval on the County Board agenda. The motion carried unanimously.
Aye: 7 - Chair Frank, Vice Chair Vealitzek, Member Carlson, Member Didech, Member Pedersen, Member Wasik and Member Wilke
FINANCIAL & ADMINISTRATIVE 7.11 19-1992
Report from Robin M. O’Connor, County Clerk, for the month of November 2019.
A motion was made by Member Wilke, seconded by Member Didech, that Items 7.1 through 7.3 and 7.13 be approved and that items 7.4 through 7.12 be recommended for approval on the County Board agenda. The motion carried unanimously.
Aye: 7 - Chair Frank, Vice Chair Vealitzek, Member Carlson, Member Didech, Member Pedersen, Member Wasik and Member Wilke
7.12 19-2002
Report from Mary Ellen Vanderventer, Recorder of Deeds, for the month of November 2019.
A motion was made by Member Wilke, seconded by Member Didech, that Items 7.1 through 7.3 and 7.13 be approved and that items 7.4 through 7.12 be recommended for approval on the County Board agenda. The motion carried unanimously.
Aye: 7 - Chair Frank, Vice Chair Vealitzek, Member Carlson, Member Didech, Member Pedersen, Member Wasik and Member Wilke
7.13 20-0045
Finance Monthly Report.
A motion was made by Member Wilke, seconded by Member Didech, that Items 7.1 through 7.3 and 7.13 be approved and that items 7.4 through 7.12 be recommended for approval on the County Board agenda. The motion carried unanimously.
Aye: 7 - Chair Frank, Vice Chair Vealitzek, Member Carlson, Member Didech, Member Pedersen, Member Wasik and Member Wilke
REGULAR AGENDA LAW & JUDICIAL
7.14 19-1931
Joint resolution ratifying a sole source contract with the College of Lake County (CLC) to serve as the coordinator of Court Services Support for the Division of Adult Probation Services, Division of Juvenile Probation and Detention Services, and Division of Judicial Operations.
Mary Stevens, Court Administration, reported this contract allows the College of Lake County to serve as coordinator for the Courts. The college will provide services for the recruitment, training, programming, assignment, and supervision of volunteers who serve in various capacities for the Court.
A motion was made by Member Carlson, seconded by Member Didech, that this item be recommended for adoption to the County Board agenda. The motion carried unanimously.
Aye: 7 - Chair Frank, Vice Chair Vealitzek, Member Carlson, Member Didech, Member Pedersen, Member Wasik and Member Wilke
PUBLIC WORKS, PLANNING & TRANSPORTATION 7.15 20-0026
Joint resolution appropriating $19,055,000 of 1⁄4% Sales Tax for Transportation funds, $3,420,000 of Matching Tax funds and $3,480,000 of County Bridge Tax funds for the widening and reconstruction of Buffalo Grove Road, between Deerfield Parkway and Illinois Route 22, including improvements to the intersection of Aptakisic Road and Buffalo Grove Road.
(Items 7.15 and 7.16 were taken together.)
Al Giertych and Kevin Carrier, Division of Transportation, reported that this project was in the original 1/4% Sales Tax plan that was developed in 2008 and is also in the 2040 Plan. Item 7.16 is an intergovernmental agreement with the Village of Buffalo Grove that allows for the county to perform the construction of non-motorized work on behalf and at the expense of the Village of Buffalo Grove. It provides for the transfer of temporary and permanent easements from the Village of Buffalo Grove. The project, which did not receive any grant funding, will be completed with local funds. Discussion ensued regarding a study that will be completed regarding traffic control signals.
A motion was made by Member Didech, seconded by Member Wilke, that items 7.15 and 7.16 be recommended for adoption to the County Board agenda. Motion carried by voice vote.
Aye: 7 - Chair Frank, Vice Chair Vealitzek, Member Carlson, Member Didech, Member Pedersen, Member Wasik and Member Wilke
7.16 20-0027
Ordinance requesting the conveyance of parcels of land for right-of-way and temporary and permanent easements from the Village of Buffalo Grove, and authorizing an agreement with the Village of Buffalo Grove relating to the widening and reconstruction of Buffalo Grove Road, from Deerfield Parkway to Illinois Route 22, including intersection improvements at Aptakisic Road. (Items 7.15 and 7.16 were taken together.)
A motion was made by Member Didech, seconded by Member Wilke, that items 7.15 and 7.16 be recommended for adoption to the County Board agenda. The motion carried unanimously.
Aye: 7 - Chair Frank, Vice Chair Vealitzek, Member Carlson, Member Didech, Member Pedersen, Member Wasik and Member Wilke
7.17 20-0028
Joint resolution authorizing a supplemental appropriation of $2,850,000 of 1⁄4% Sales Tax for Transportation funds for the construction and Phase III construction engineering to reconstruct 14th Street, from Illinois Route 131 to Sheridan Road.
Al Giertych, Division of Transportation, reported that this project is for the construction and engineering of 14th Street, from Illinois Route 131 to Sheridan Road. During the construction of the project, it was discovered that the watermain for the Cities of North Chicago and Waukegan was at end of life and in conflict with the proposed roadway work therefore requiring replacement. This was an unforeseen expense for all parties, and the Cities have requested that the County assist them with upfront costs and a 10 year repayment plan with no interest. It is staff's recommendation to try to accommodate this request so that the project may continue and federal funding is not jeopardized. Chair Frank noted that while the County should work with the Cities of North Chicago and Waukegan, it is not fiducially responsible to fund the project without any interest. Discussion ensued. Negotiations will continue and staff will express the committee's concerns to North Chicago and Waukegan.
A motion was made by Member Wilke, seconded by Member Wasik, that this item be recommended for adoption to the County Board agenda. The motion carried unanimously.
Aye: 7 - Chair Frank, Vice Chair Vealitzek, Member Carlson, Member Didech, Member Pedersen, Member Wasik and Member Wilke
7.18 20-0035
Joint resolution authorizing an agreement with Globetrotters Engineering Corporation Inc., Chicago, Illinois, in the amount of $91,872 for engineering design services related to the North Libertyville Estates levee.
Rodney Worden, Public Works Director, reported that Public Works is responsible for maintaining the North Libertyville Estates Levee. Due to increased rain events, staff is having difficulty controlling the flooding that occurs in the levee and a further investigation is needed to prepare for a significant flood event that exceeds the original design height of the levee. Discussion ensued.
A motion was made by Member Pedersen, seconded by Member Didech, that this item be recommended for adoption to the County Board agenda. The motion carried unanimously.
Aye: 7 - Chair Frank, Vice Chair Vealitzek, Member Carlson, Member Didech, Member Pedersen, Member Wasik and Member Wilke
7.19 20-0036
Joint resolution authorizing a contract with M.E. Simpson Co. Inc., Valparaiso, Indiana, for watermain leak detection and locating services for Lake County Public Works in the estimated amount of $119,510.45 per year, with renewal options.
Rodney Worden, Public Works Director, reported that this contract is for watermain leak detection and locating services for a one-year period with four optional one-year extensions.
A motion was made by Member Pedersen, seconded by Member Didech, that this item be recommended for adoption to the County Board agenda. The motion carried unanimously.
Aye: 7 - Chair Frank, Vice Chair Vealitzek, Member Carlson, Member Didech, Member Pedersen, Member Wasik and Member Wilke
FINANCIAL & ADMINISTRATIVE 7.20 20-0040
Resolution authorizing a contract for delivery services and storage of election supplies for the Lake County Clerk with Shur-Way Moving and Cartage, Libertyville, Illinois, in the estimated annual amount of $72,870.16.
Robin O'Connor, County Clerk, and Todd Govain, County Clerk's Office, reported that the contract is for storage of election supplies and delivery services. It was clarified that the voting machines would not be stored by this vendor. They will remain in the possession of the County Clerk's Office. The cost for this contract will cover the two election cycles in 2020.
A motion was made by Member Didech, seconded by Member Wilke, that this item be recommended for adoption to the County Board agenda. The motion carried unanimously.
Aye: 7 - Chair Frank, Vice Chair Vealitzek, Member Carlson, Member Didech, Member Pedersen, Member Wasik and Member Wilke
7.21 19-1913
Resolution authorizing an agreement with HDR Architecture Inc., Chicago, Illinois, for comprehensive design services for critical infrastructure improvements of the Lake County Administrative Tower’s tenth floor in the amount of $451,500.
Carl Kirar, Facilities and Construction Services Director, reported that this agreement will include the roof replacement, heating, ventilation, and air conditioning equipment (HVAC), elevators, and tenth floor renovation. There is critical infrastructure that is at the end of its life cycle that requires replacement including the elevators which have been experiencing significant repair issues throughout the last year. Discussion ensued regarding filtering of air and the need for the County Board room to have a flexible configuration.
A motion was made by Member Wasik, seconded by Member Wilke, that this item be recommended for adoption to the County Board agenda. The motion carried unanimously.
Aye: 7 - Chair Frank, Vice Chair Vealitzek, Member Carlson, Member Didech, Member Pedersen, Member Wasik and Member Wilke
7.22 19-2007
Resolution authorizing emergency appropriations for Fiscal Year (FY) 2020 in various funds for certain projects, items, and activities budgeted in the prior year and not completed.
Mike Wheeler, Finance and Administrative Services, requested authorization for emergency appropriations for FY 2020 in various funds for certain projects, items, and activities budgeted in the prior year and not completed.
A motion was made by Member Carlson, seconded by Member Wasik, that this item be recommended for adoption to the County Board agenda. The motion carried unanimously.
Aye: 7 - Chair Frank, Vice Chair Vealitzek, Member Carlson, Member Didech, Member Pedersen, Member Wasik and Member Wilke
7.23 20-0016
Committee action authorizing reclassification of a vacant position in the Nineteenth
Judicial Circuit Courts.
RuthAnne Hall, Human Resources Interim Director, Karla Hasty, Human Resources, and Mary Stevens, Court Administration, requested the reclassification of two vacant executive assistant positions to two supervisor positions. There is a need for two people to supervise the juvenile and adult probation departments to provide closer and more consistent training to the administrative staff. Ms. Stevens clarified that there are actually three vacant positions with a salary grade of S5. Two positions will be reclassified upward to a salary grade of M6 and one position will be decreased, resulting in a cost savings to the County. Discussion ensued regarding the vacancies.
approved = two vacant positions
Aye: 7 - Chair Frank, Vice Chair Vealitzek, Member Carlson, Member Didech, Member Pedersen, Member Wasik and Member Wilke
9. County Administrator's Report
The County Administrator's Report was presented before Executive Session.
9.1 20-0054
Update regarding the potential consolidation of the County Clerk and Recorder of Deeds Offices.
Matt Meyers, County Administrator's Office, reported that initial research was completed regarding the potential to consolidate the Recorder of Deeds Office and the County Clerk's Office. Research that was done includes speaking with McHenry and DuPage County staff on how they structured their consolidations and meetings with the Lake County Clerk, Lake County Recorder of Deeds, and the Lake County State's Attorney's Office. Should the County Board wish for it to be considered for a referendum at the November 2020 General Election, a resolution will needed to be adopted no later than the August County Board meeting. Only 14 of the 102 counties in Illinois have a separate Recorder of Deeds' Office.
Staff has determined that consolidation is feasible but recommended that a third party vendor be used to help develop an implementation plan. Staff sought direction from the Committee. Substantial discussion ensued regarding whether internal staff can be used to conduct a cost benefit analysis and what unintended consequences could result in a consolidation. Gary Gibson, Interim County Administrator, reported he will meet with staff to determine if resources are available to provide further analysis. Robin O'Connor, County Clerk, suggested that the County consider factors in which to base its analysis including mission and vision, cross-training of staff, and efficiency. Member Wasik also suggested that an analysis of work cultures be considered. Staff will provide an additional update at a future committee meeting.
The potential consolidation of the Recorder of Deeds' Office and the County Clerk's Office was discussed.
9.2 20-0057
Department head reports.
Gary Gibson, Interim County Administrator, reported that staff is nearing the conclusion of its recruitment for the Communications and Human Resources Director positions. Matt Norton, who currently serves as parliamentarian at County Forest Preserve meetings, will serve as the parliamentarian for Lake County Board meetings beginning January 14, 2020.
The Finance and Administrative Services Department, the County Clerk's Office, and the Treasurer's Office continue to work together to review and update the Treasurer's Office financial records. An independent auditor will also conduct a review of the financial records.
Facilities and Construction Services
Carl Kirar, Facilities and Construction Services Director, reported on the Facilities and Construction Departments efforts on a Capital Improvements Master Plan. Key stakeholders are reviewing projects that are expected to be part of a future Capital Improvements Plan. Staff is working with Public Works on a valuation tool for assets within the Facilities and Construction and Public Works Departments. Staff will also include leased and owned space in its evaluation. Director Kirar indicated that facilities will be using the conditions of Lake County assets to evaluate its budgeting needs. There are more than 60 contracts valued at $13,000,000 for this Fiscal Year. Staff will bring forward a resolution next month for professional design services for the multitude of small projects that will take place this year. Director Kirar reported that a Leadership in Energy and Environemental Design (LEED) presentation will be given at the next Energy and Environment Committee meeting.
Finance and Administrative Services
Patrice Sutton, Finance and Administrative Services Director/Chief Financial Officer, reported on recovery efforts of a fraudulent investment in a municipal fund that occurred in the Illinois Metropolitan Investment Fund (IMET) in late September 2014. In Fiscal Year 2014, Lake County wrote off 50 percent of that investment as a loss. Lake County recently received a check from IMET in the amount $437,680.53 (42 percent of the total investment value). With this payment, Lake county has recovered more than 52 percent of its total loss.
Chief Financial Officer Sutton also reported on a late payment on the debt service of a 2013 General Obligation Bond. The payment was made three days past its due date and upon notification from the bank, immediately paid it. Staff has put measures in place to ensure that this does not recur. Discussion ensued.
(Chair Frank left the meeting at 9:42 a.m.)
Chief Financial Officer Sutton reported that staff has prepared a draft budget calendar for the Financial and Administrative Committee's review and consideration. The budget policy and calendar will need to be reviewed at an upcoming meeting.
Information Technology
There was no report from the Information Technology Department.
Human Resources
RuthAnne Hall, Interim Human Resources Director, and Chris Kopka, Human Resources, reported on upcoming informational meetings on the new 457(b) plan. There will be three meet and greet sessions and ICMA-RC has developed a website to communicate with Lake County employees.
Interim Director Hall reported on how budgeted funds for the Compensation Study may be distributed.
Ms. Kopka reported on the impact that the legalization of marijuana has on the County's Employee Policy and Procedures. She reviewed revisions that are required as part of the change in law. Discussion ensued regarding methods of compliance and issues of concerns and protections in place.
Department head reports were provided. 8. Executive Session
Executive Session was entered into at 10:11 a.m.
A motion was made by Member Didech, seconded by Member Wasik, that this item be to go into Executive Session. The motion carried by the following vote:
Aye: 6 - Vice Chair Vealitzek, Member Carlson, Member Didech, Member Pedersen, Member Wasik and Member Wilke
Not Present: 1 - Chair Frank 8.1 20-0017
Executive Session to discuss personnel matters pursuant to ILCS 12/0/2 (c)(1).
Personnel matters were discussed in Executive Session.
Executive Session was adjourned at 10:26 a.m.
A motion was made by Member Wilke, seconded by Member Didech, to come out of Executive Session. The motion carried unanimously.
Aye: 6 - Vice Chair Vealitzek, Member Carlson, Member Didech, Member Pedersen, Member Wasik and Member Wilke
Not Present: 1 - Chair Frank 8.1A 20-0018
Committee action authorizing reclassification of a position in Planning, Building and Development.
A motion was made by Member Wasik, seconded by Member Didech, that reclassifications of items 8.1A and 8.1B be approved. The motion carried unanimously.
Aye: 6 - Vice Chair Vealitzek, Member Carlson, Member Didech, Member Pedersen, Member Wasik and Member Wilke
Not Present: 1 - Chair Frank 8.1B 20-0019
10. Committee action authorizing reclassification of a position in the Division of Transportation.
A motion was made by Member Wasik, seconded by Member Didech, that reclassifications of items 8.1A and 8.1B be approved. The motion carried unanimously.
Aye: 6 - Vice Chair Vealitzek, Member Carlson, Member Didech, Member Pedersen, Member Wasik and Member Wilke
Not Present: 1 - Chair Frank Members Remarks
There were no remarks from members.
11. Adjournment
The meeting was adjourned at 10:27 a.m.
A motion was made by Member Wilke, seconded by Member Pedersen, to adjourn the meeting. The motion carried unanimously.
Aye: 6 - Vice Chair Vealitzek, Member Carlson, Member Didech, Member Pedersen, Member Wasik and Member Wilke
Not Present: 1 - Chair Frank
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