Lake County Financial & Administrative Committee met Jan. 12
Here is the agenda provided by the committee:
1. Call to Order
2. Pledge of Allegiance
3. Roll Call of Members
4. Addenda to the Agenda
Final-Amended
5. Public Comment (Items Not on the Agenda)
6. Chair's Remarks
7. Unfinished Business
7.1 23-0102
Resolution approving updates to the Travel and Business Expense Reimbursement Policy.
∙ The Local Government Travel Expense Control Act (Public Act 99-604) requires that Lake County adopt a Resolution related to the approval of travel expenses and meal purchases. The law provides that the County regulate the reimbursement of all travel, meal, and lodging expenses of officers and employees.
∙ The “Employee Reimbursement Policy” is updated to be termed “Travel and Business Expense Reimbursement Policy”. The policy was updated to reflect current economic conditions and to incorporate other operational and administrative improvements.
∙ This policy is found in the Employee Policy and Procedure Manual, Section 10.9.
∙ An interdepartmental work group provided valuable input and revisions to the policy. The State’s Attorney’s Office completed a compliance review of the policy.
∙ The Travel and Business Expense Reimbursement Policy maintains the meal expense limits approved by the Lake County Board on August 9, 2022, and adjusted reasonable limits for transportation and lodging based on county and comparative governmental data.
∙ Based on the November 3, 2022, Financial & Administrative Committee discussion on this policy, Section 5.4.3 Meal Expense is updated to reflect reimbursement of the actual cost per meal with an itemized receipt and eliminated per diems without receipts.
8. New Business
CONSENT AGENDA (Items 8.1 - 8.16)
*MINUTES*
8.1 23-0070
Committee action approving the Financial and Administrative Budget Hearing minutes from October 18, 2022.
8.2 23-0071
Committee action approving the Financial and Administrative Budget Hearing minutes from October 19, 2022.
8.3 23-0074
Committee action approving the Financial and Administrative Budget Hearing minutes from October 20, 2022.
8.4 23-0103
Committee Action approving the Financial and Administrative minutes from October 27, 2022.
8.5 23-0068
Committee action approving the Financial and Administrative minutes from November 3, 2022.
8.6 22-1720
Report from Robin M. O’Connor, County Clerk, for the month of October, 2022. Attachments: LCC Report for October 2022
8.7 22-1702
Report from Mary Ellen Vanderventer, Recorder of Deeds, for the month of October 2022.
8.8 22-1741
Report from Anthony Vega, County Clerk, for the month of November, 2022.
8.9 22-1745
Report from Anthony Vega, County Clerk, Recording Division, for the month of November 2022.
*HEALTH & COMMUNITY SERVICES*
8.11 22-1644
Joint resolution approving a Substantial Amendment to the Neighborhood Stabilization Program Round 1 (NSP1) Action Plan.
∙ In 2008, Lake County was awarded $4,600,800 of Neighborhood Stabilization Program (NSP) funds for the purpose of investing in housing in neighborhoods impacted by the foreclosure crisis.
∙ The $6,057,853 of program income generated when homes are resold, has been reinvested in additional projects.
∙ The final unallocated balance of NSP1 funds of $3,837 will be assigned to Community Partners for Affordable Housing (CPAH) for the active rental project at 2101-2107 Georgetown Lane, Waukegan.
∙ This final allocation will allow staff to close out the NSP program with HUD.
8.12 22-1645
Joint resolution approving a Substantial Amendment to the Neighborhood Stabilization Program Round 3 (NSP3) Action Plan.
∙ In 2011, Lake County was awarded $1,370,422 of Neighborhood Stabilization Program funds for the purpose of investing in housing in neighborhoods impacted by the foreclosure crisis.
∙ The $1,021,596 of program income generated when homes are resold, has been reinvested in additional projects.
∙ Unallocated NSP3 funds in the amount of $88,212 will be assigned to Community Partners for Affordable Housing (CPAH) for the active rental project at 2101-2107 Georgetown Lane, Waukegan.
∙ The balance of NSP3 funds ($64,007) will be allocated to future Community Development Block Grant (CDBG) eligible activities as part of the NSP closeout process.
*PUBLIC WORKS & TRANSPORTATION*
8.13 23-0005
Ordinance requesting the conveyance of parcels of land for right-of-way and easements from the Villages of Long Grove and Buffalo Grove and authorizing separate agreements with the Villages of Long Grove and Buffalo Grove for the widening and reconstruction of Aptakisic Road, from Illinois Route 83 to Buffalo Grove Road.
∙ The County needs right-of-way and easements from the Villages of Long Grove and Buffalo Grove in order to construct the improvement.
∙ The Villages of Long Grove and Buffalo Grove desire the County to include non-motorized improvements as part of the project. The Villages also own certain facilities (sewers, traffic signals, non-motorized facilities, and street lighting) that require modification to accommodate the roadway improvements.
∙ The Villages of Long Grove and Buffalo Grove will reimburse the County for the costs associated with this work, estimated to be $62,736 and $393,835 respectively.
∙ Each agreement has been approved by the respective municipality. ∙ This project is included in the Transportation Improvement Program with construction planned to begin in 2023, and designated as Section 09-00088-18 -WR.
8.14 23-0006
Joint resolution appropriating a supplemental amount of $215,000 of ¼% Sales Tax for Transportation funds for right-of-way costs associated with the improvements of Aptakisic Road, from Illinois Route 83 to Buffalo Grove Road.
∙ Aptakisic Road, from Illinois Route 83 to Buffalo Grove Road, will be widened and reconstructed and will include new sidewalk and bike path.
∙ The County Board, at its November 10, 2020 meeting, appropriated $515,000 for right-of-way acquisition of 22 parcels, which was based on the independent appraisals and reports prepared for each property.
∙ Based on actual settlement amounts, a supplemental appropriation is needed to acquire the remaining properties.
∙ This project is included in the Transportation Improvement Program with construction in 2023, and designated as Section 09-00088-18-WR.
*FINANCIAL & ADMINISTRATIVE*
8.15 23-0057
Resolution authorizing emergency appropriations for Fiscal Year (FY) 2023 in various funds for certain projects, items, and activities budgeted in the prior year and not completed.
∙ Since all unused appropriations lapse at the end of each fiscal year, it is necessary to “carry over” unspent budget authority from one fiscal year to the next under certain conditions as defined in the County's Budget Policies.
∙ These carryover requests include contracts which were unable to be completed in FY 2022 and uncompleted or ongoing projects that will not be complete until FY 2023.
∙ These items must be authorized through what is termed an “emergency appropriation” in order to transfer the budget authority that was previously granted in FY 2022 to FY 2023. The detailed accounts are included in the attachment.
8.16 23-0113
Resolution authorizing line-item transfers between various funds for the purpose of transferring previously approved funds in Fiscal Year (FY) 2023 to accommodate Lidar Engineering Equipment in the Stormwater Management Fund.
∙ Line-item transfers in various funds between line-items in FY 2023 budget are needed to align the budget with correct expense accounts.
∙ The County Board must approve line-item transfers under certain conditions.
∙ A listing of the various transfers is attached to the resolution.
∙ This action does not increase budget authority; it simply transfers previously approved budget authority. The funds will be used to purchase Lidar Engineering Equipment in the Stormwater Management Fund that will perform quality assurance and control for multiple capital projects.
REGULAR AGENDA
*LAW & JUDICIAL*
8.17 22-1746
Joint resolution authorizing the State’s Attorney’s Appellate Prosecutor Program for Fiscal Year (FY) 2023 for a continued participation fee of $48,000.
∙ This is a renewal for the continued operation of the State’s Attorney’s Appellate Prosecutor Program.
∙ Through this program the State’s Attorney’s Appellate Prosecutor handles Lake County criminal appeals, provides investigative and prosecutorial support in criminal cases, provides comprehensive training programs for prosecutors, and provides monthly case law newsletters, legislative updates, and Uniform Complaint Book supplements.
∙ The Board of Governors of the State’s Attorney’s Appellate Prosecutor has voted to keep the contribution amount for FY 2023 the same as for FY 2022, $48,000.
∙ The State’s Attorney’s approved FY 2023 budget includes the $48,000 expense.
*PUBLIC WORKS & TRANSPORTATION*
8.18 23-0058
Joint committee action approving Contract Modification Number One with Donohue & Associates, Inc, Chicago, Illinois for the continued engineering services for sanitary sewer system modelling and capacity analysis, design and construction oversight in the amount of $900,000.
∙ Lake County Board authorized a contract with Donohue & Associates, Inc. on September 10, 2019, for engineering services for sanitary sewer system modelling and capacity analysis, design, and construction oversight in the amount of $350,000 per fiscal year.
∙ The Department of Public Works has identified engineering services for an approved American Rescue Plan Act (ARPA) project, previously approved by the County Board on April 12, 2022, to be governed by this Agreement.
∙ This Agreement is being supported, in whole or in part, by federal award number 21.027 awarded to the County of Lake by the U.S. Department of the Treasury in the amount $550,000 representing the task order for the Des Plaines River Water Reclamation Facility Disc Filter Upgrade Project. Which is 44 percent of total Agreement funding.
∙ In accordance with Article 8, Section 101 (2) of the Lake County Purchasing Ordinance, this contract modification is germane to the original contract as signed and is in the best interest of Lake County, it is hereby requested that the Purchasing Agent be authorized to enter into Contract Modification Number One.
∙ This Committee Action authorizes Contract Modification Number One with Donohue & Associates, Inc. in the estimated amount of $900,000 for engineering services for sanitary sewer system modelling and capacity analysis, design, and construction oversight.
8.19 23-0059
Joint committee action approving Contract Modification Number One with Donohue & Associates, Inc, Chicago, Illinois for the continued engineering services for the facility master plan/risk assessments for capital planning in the amount of $975,000.
∙ Lake County Board authorized a contract with Donohue & Associates, Inc. on December 12, 2019, for engineering services for facility master plan/risk assessments for capital planning in the amount of $275,000 per fiscal year.
∙ The Department of Public Works has identified engineering services for approved American Rescue Plan Act (ARPA) projects, previously approved by the County Board on March 8, 2022, and April 12, 2022, to be governed by this Agreement.
∙ This Agreement is being supported, in whole or in part, by federal award number 21.027 awarded to the County of Lake by the U.S. Department of the Treasury in the amount $975,000 representing task orders for the Des Plaines River WRF Blower Replacement project, Mill Creek WRF Ultraviolet Disinfection Replacement Project and the Des Plaines River WRF Ultraviolet Disinfection Upgrade Project. Which is 78 percent of total Agreement funding.
∙ In accordance with Article 8, Section 101 (2) of the Lake County Purchasing Ordinance, this contract modification is germane to the original contract as signed and is in the best interest of Lake County, it is hereby requested that the Purchasing Agent be authorized to enter into Contract Modification Number One.
∙ This Committee Action authorizes Contract Modification Number One with Donohue & Associates, Inc. in the estimated amount of $975,000 for continued engineering services for Facility Master Plan / Risk Assessments for Capital Planning.
8.20 23-0002
Joint resolution appropriating $8,100,000 of Motor Fuel Tax funds for the intersection improvement of Darrell Road with Case Road and Neville Road, which will be improved under the Illinois Highway Code for a total of 1.3 miles.
∙ The intersections of Darrell Road with Case Road and Neville Road will be improved with the installation of a roundabout and non-motorized improvements.
∙ The improvements also include the realignment of Case Road to align with Neville Road, the replacement of a culvert and resurfacing of Darrell Road.
∙ Approximately $50,000 of the appropriation amount will be used to rent various equipment that will support in-house maintenance staff with advance tree removal and related work that must be completed during certain months of the year to comply with federal guidelines related to the protection of the Northern Long-Eared Bat.
∙ This improvement is included in the Transportation Improvement Program with construction planned to begin in 2023 and designated as Section 13-00107-09 -CH.
8.21 23-0003
Joint resolution authorizing an agreement with the Wauconda Township Road District for the proposed intersection improvements of Darrell Road with Case Road, Neville Road, Dowell Road, and Fisher Road.
∙ The intersection improvements of Darrell Road with Case Road, Neville Road, Dowell Road, and Fisher Road will include installation of roundabouts and non-motorized improvements.
∙ To ensure proper operations of the roundabouts, the County desires to perform routine and capital maintenance of the roundabouts, street lighting, and signage, including sections of Case Road, Neville Road, Dowell Road, and Fisher Road which are under the jurisdiction of the Wauconda Township Road District (Road District).
∙ The agreement was approved by the Road District on August 25, 2022.
∙ This intersection improvement is included in the Transportation Improvement Program as two separate construction projects anticipated to begin in 2023 and designated as Section 13-00107-09-CH.
8.22 23-0001
Joint resolution authorizing an agreement with STV Incorporated, Chicago, Illinois, to provide Phase III construction engineering services for improvements to the intersections of Darrell Road with Case Road and Neville Road, at a maximum cost of $693,205, and appropriating $835,000 of Motor Fuel Tax funds.
∙ STV Incorporated, Chicago, Illinois, will be utilized to perform the Phase III construction engineering services for improvements to the intersections of Darrell Road with Case Road and Neville Road.
∙ Lake County selects professional engineering firms in accordance with the Local Government Professional Services Selection Act, 50 ILCS 510/1 et. seq.
∙ The Lake County Division of Transportation’s Consultant Selection Process has been approved by the Federal Highway Administration and the Illinois Department of Transportation, and the firm selected for this project was selected in accordance with this approved process.
∙ The Lake County Division of Transportation received Statements of Interest and Qualifications from 14 engineering firms, of which three firms were short listed and presented to a consultant selection committee.
∙ This project is included in the Transportation Improvement Program with construction anticipated to begin in 2023, and designated as Section 13-00107-09 -CH.
*FINANCIAL & ADMINISTRATIVE*
County Clerk
8.23 23-0062
Ordinance amending a previous ordinance designating the voting sites assigned to 14 of the 431 precincts in Lake County Townships.
∙ After reviewing voting sites for the April 4, 2023 Consolidated General Election, voting site changes are proposed to provide better voting locations to those precincts affected by sites that have requested to discontinue serving due to parking, ADA accessibility, and voting room limitations.
∙ Re-assigns each precinct to a newly identified appropriate voting site which has sufficient parking and voting space as well as full accessibility for all voters.
Facilities and Construction
8.24 23-0011
Resolution authorizing an agreement with Cotter Consulting, Chicago, Illinois, to provide Project Management Services for the construction of the new Regional Operations & Communications facility in an amount of $580,000.
∙ As part of the Modified Fiscal Year (FY) 2021 Budget and in alignment with the Facilities Capital Improvement Plan, design of a new Consolidated 911, Emergency Management Agency (EMA), and Emergency Telephone Systems Board (ETSB) Facility was authorized.
∙ Lake County issued Statement of Interest number 22123 which described the need for professional project management services for the Regional Operations and Communications (ROC) facility.
∙ Solicitations were sent to 42 firms, and responses were received from five.
∙ In accordance with the Local Government Professional Services Selection Act, a selection Committee evaluated and interviewed the four top ranked firms, and Cotter Consulting, Chicago, Illinois, was determined to be the most qualified firm and negotiations were conducted.
∙ To fulfill the Board's priorities and direction, County Administration recommends the County enter into a contract with Cotter Consulting in the amount of $580,000.
8.25 23-0007
Committee action approving Contract Modification Number One with Wold Architects and Engineers, Palatine, Illinois for the continued architectural and engineering services for the Construction Administration phase of the Regional Operations and Communication Facility in the amount of $993,404.
∙ Lake County Board authorized a contract with Wold Architects and Engineers on October 12, 2021, for architecture and engineering services for the Regional Operations and Communication (ROC) facility in the amount of $1,613,508.
∙ At the project onset, the proposed ROC facility was anticipated to be approximately 28,200 square feet and had an estimated building construction cost between $20,540,520 and $24,353,868. Based on the Design Development phase deliverable, the ROC is now planned for 37,426 square feet with a current estimated construction cost of $35,516,287.
∙ The original Agreement anticipated subsequent services to be approved by the appropriate Lake County staff and/or the Lake County Board Committee and executed as a modification.
∙ In accordance with Article 8, Section 101 (2) of the Lake County Purchasing Ordinance, this contract modification is germane to the original contract as signed and is in the best interest of Lake County, it is hereby requested that the Purchasing Agent be authorized to enter into Contract Modification Number One.
∙ This Committee Action authorizes Contract Modification Number One with Wold Architects and Engineers in the estimated amount of $993,404 for the continued architectural and engineering services for the Construction Administration phase of the Regional Operations and Communication Facility.
8.26 23-0018
Resolution authorizing an agreement with TriMark Marlinn LLC, Bedford Park, Illinois, for the removal, purchase and installation of a dishwasher for the Lake County Jail in the amount of $178,162.58.
∙ As part of the Fiscal Year 2023 Facility Assessment Budget Process and Facilities Capital Improvement Plan, Jail Kitchen Equipment Replacement was approved.
∙ There is a need for the removal, purchase and installation of a new dishwasher for the Lake County Jail.
∙ Facilities identified a cooperative purchasing contract with TriMark Marlinn LLC, Bedford Park, Illinois, through Sourcewell to procure the replacement equipment that was competitively solicited and awarded.
∙ Pursuant to Chapter 33.115 of the Lake County Purchasing Ordinance, Cooperative Joint Purchasing, Lake County may participate in a cooperative purchasing agreement for the procurement of goods with one or more public procurement units in accordance with an agreement entered between the participants.
∙ The current term of the Sourcewell contract expires on August 3, 2026.
∙ This resolution authorizes the cooperative purchasing contract with TriMark Marlinn LLC in the amount of $178,162.58.
8.27 23-0012
Resolution ratifying an emergency procurement authorized by the Director of Facilities and Construction Services with Trane U.S. Inc. of LaCrosse, Wisconsin for condenser coil replacement at the Community Based Corrections Center.
∙ In June 2022, there was a need to make any emergency replacement of the condenser coil of the heating and air conditioning unit at the Community Based Corrections Center.
∙ The Director of Facilities and Construction Services declared that an emergency condition existed, necessitating immediate action.
∙ The Purchasing Agent issued an emergency purchase order to Trane U.S. Inc. for the replacement of the condenser coil.
∙ The cost of the repair was $60,478 and this resolution seeks ratification of the emergency repair cost.
8.28 23-0020
Director’s Report - Facilities and Construction Services. ∙ Job Order Contract (JOC) Report, 1st Quarter Fiscal Year 2023.
Human Resources
8.29 23-0090
Committee action approving Final 2023 CDHP Premium Rates and Employer Contribution to HSA Plan.
∙ New IRS Rules increased the deductible required to meet the minimum standard to be classified as a “high deductible” health plan.
∙ The deductible increase reduced the overall cost of the plan, resulting in a decrease in premiums for the County & Employee.
∙ Staff recommendation is to provide employees with a one-time increase to their HSA seed money ($42.88-single; $93.20-employee +1; $48.56 - family) to offset the increase in deductible and the decrease in the rate.
Resolution authorizing a Collective Bargaining Agreement (CBA) between the Lake County Board, Lake County Sheriff’s Office, and the Illinois Fraternal Order of Police Labor Council (ILFOPLC) Sworn Deputy Unit.
∙ This is a three-year agreement retroactive to December 1, 2020 through November 30, 2023 and covers approximately 171 positions in the Deputy and Telecommunicator Unit of the Sheriff’s Department.
∙ Wage settlement of:
o 3 percent on December 1, 2020.
o 2.5 percent on December 1, 2021, plus an additional step for deputies at year 12.
o Same as non-union on December 1, 2022, with a minimum of 2.25 percent and a maximum of 2.75 percent plus an additional step for deputies and telecommunicators at year 16.
8.31 23-0096
Director's Report - Human Resources.
Enterprise Information Technology
8.32 23-0114
Resolution approving a contract with Logicalis, Inc. of Downers Grove, Illinois, for professional services in the amount of $326,386.25 to configure and deploy network equipment.
∙ These services support EIT’s plan to keep our network secure, available, and running at peak performance.
∙ Pursuant to Chapter 33.115 of the County’s Purchasing Ordinance, Cooperative Joint Purchasing Authorized, the County may participate in a cooperative purchasing agreement for the procurement of goods, services, construction, or professional services with one or more public procurement units in accordance with an agreement entered into between the participants.
∙ A cooperative purchasing contract with Logicalis has been identified through Tech Data GSA #47QTCA21D00BD to procure needed goods, services, construction, or professional services that were competitively solicited and awarded.
8.33 23-0097
Director's Report - Enterprise Information Technology. Finance
8.34 23-0098
Director’s Report - Finance. County Administration
8.35 23-0085
Resolution authorizing a contract, with AVI Systems Inc., Arlington Heights, Illinois, for Lake County Television (LCTV) Renovation and AV Technology Upgrades in an estimated amount of $545,970.
∙ The existing infrastructure in the LCTV Control Room on the 10th Floor no longer meets industry standards and is need of replacement.
∙ The current technology in the Control Room was implemented for an analog setup, which has not been serviced and supported by the industry for many years. This project will upgrade the infrastructure in the Control Room to digital, the current state of technology standards.
∙ This project also will upgrade audiovisual infrastructure in the Board Room that is connected to the Control Room, such as the cameras used to broadcast Lake County Board meetings.
∙ Purchasing identified a cooperative purchasing contract with AVI Systems, Inc. through The Interlocal Purchasing System “TIPS” contract 200904, to procure audio visual equipment, supplies, and services.
∙ The contract authorizes the Purchasing Agent to enter into a contract, with AVI Systems Inc for the scope of this project.
∙ Pursuant to Chapter 33.115 of the Lake County Purchasing Ordinance, Cooperative Purchasing, Lake County may participate in a cooperative purchasing agreement.
8.36 23-0137
Resolution authorizing a contract with Samsara, Inc., San Francisco, California for fleet tracking software in the amount of $177,095.05.
∙ Lake County has approximately 650 assets (vehicles and equipment), that are used for various tasks pertaining to daily operations.
∙ Lake County needs the ability to use telematic data and provide reports that will help in right-sizing the fleet, show real time emissions data, and provide management with options to review fleet routing and logistics data and driving behaviors.
∙ Purchasing identified a cooperative purchasing contract with Samsara, Inc., San Francisco, California through Sourcewell Cooperative Agreement to procure equipment, products, or services.
∙ The contract authorizes the Purchasing Agent to enter into a contract in the amount of $177,095.05 for year one and $129,744.05 for years two and three. The current term of the contract is through March 26, 2025.
∙ Pursuant to Article 33.115 Cooperative Joint Purchasing of the Lake County Purchasing Ordinance, Lake County may participate in a cooperative purchasing agreement with Sourcewell.
8.37 23-0115
Ordinance amending the Lake County Ethics & Conduct Code for the purpose of transferring Code responsibilities and authorities from the dissolved Ethics & Oversight Committee to the Financial & Administrative Committee.
∙ On December 16, 2022, the Lake County Board amended the Rules of Order and Operational Procedure to dissolve the Ethics & Oversight Committee and move all the Committee’s former responsibilities to the Financial & Administrative Committee.
∙ The attached Code has been amended to align with the Rules of Order and Operational Procedure changes.
9. County Administrator's Report
10. Executive Session
10.1 23-0100
Executive Session to discuss pending litigation pursuant to 5 ILCS 120/2 (c)(11).
10.2 23-0075
Executive session to discuss a personnel matter pursuant to 5 ILCS 120/2 (c)(1).
10.2A 23-0017
Committee action approving the reclassification of Workforce Development position 46000 from a Grade 6 to a Grade 8
10.3 23-0072
Executive Session to discuss claims, loss or risk management information, records, data, advice, or communications from or with respect to any insurer of the public body or any intergovernmental risk management association or self insurance pool pursuant to 5 ILCS 120/2 (c)(12).
10.4 23-0069
Executive Session to discuss collective bargaining pursuant to 5 ILCS 120/2 (c)(2).
10.5 23-0101
Executive Session to review closed session minutes pursuant to 5 ILCS 120/2 (c) (21).
10.5A 23-0104
Committee action approving the Executive Session minutes from October 27, 2022.
10.5B 23-0105
Committee action approving the Executive Session minutes from November 3, 2022.
11. Members' Remarks
12. Adjournment
https://lakecounty.legistar.com/View.ashx?M=A&ID=1066227&GUID=60EC2103-C758-4822-864E-3DB28C110FE8
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