Lake County Financial & Administrative Committee met March 5.
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 Pedersen, Member Wasik, Member Wilke and Member Clark
Others present:
Chris Blanding, Information Technology
Alex Carr, Communications
Kevin Carrier, Division of Transportation
Mary Crain, Division of Transportation
Michael Cuffee, Court Administration
Don Dugan, Facilities and Construction Services
Gary Gibson, County Administrator
Bob Gluckert, Chief County Assessor
Joy Gossman, Public Defender
Todd Govain, County Clerk's Office
RuthAnne Hall, Purchasing
Sandy Hart, County Board Chair
Karla Hasty, Human Resources
Jim Hawkins, County Administrator's Office
Heidie Hernandez, Information Technology
Huy Nguyen, HTNguyn Consulting
Carl Kirar, Facilities and Construction Services
Holly Kim, Treasurer
Angelo Kyle, County Board Member
John Light, Human Resources
Ann Maine, County Board
Matt Meyers, County Administrator's Office
Bob Price, County Clerk's Office
Shane Schneider, Division of Transportation
Patrice Sutton, Finance and Administrative Services
Micah Thornton, Circuit Court Clerk's Office
Arin Thrower, Communications
Cassandra Torstenson, County Administrator's Office
Markus Vassyl, Treasurer's Office
Blanca Vela-Schneider, County Administrator's Office
Eric Waggoner, Planning, Building and Development
Mike Wheeler, Finance and Administrative Services
Teri White, State's Attorney's Office
2. Pledge of Allegiance
Member Carlson led the Pledge of Allegiance.
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 Chair Frank.
6. Old Business
There was no old business to discuss.
7. New Business
CONSENT AGENDA (Items 7.1 - 7.5)
APPROVAL OF MINUTES
7.1 20-0389
Minutes from February 6, 2020
A motion was made by Member Wilke, seconded by Member Clark, that Consent Agenda items 7.1 through 7.3 and 7.5 be approved/received and filed and that item 7.4 be recommended for adoption to the County Board agenda. Motion carried by voice vote.
Aye: 7 - Chair Frank, Vice Chair Vealitzek, Member Carlson, Member Pedersen, Member Wasik, Member Wilke and Member Clark
7.2 20-0391
Executive Session minutes from February 6, 2020.
A motion was made by Member Wilke, seconded by Member Clark, that Consent Agenda items 7.1 through 7.3 and 7.5 be approved/received and filed and that item 7.4 be recommended for adoption to the County Board agenda. Motion carried by voice vote.
Aye: 7 - Chair Frank, Vice Chair Vealitzek, Member Carlson, Member Pedersen, Member Wasik, Member Wilke and Member Clark
7.3 20-0392
Executive Session minutes from February 6, 2020.
A motion was made by Member Wilke, seconded by Member Clark, that Consent Agenda items 7.1 through 7.3 and 7.5 be approved/received and filed and that item 7.4 be recommended for adoption to the County Board agenda. Motion carried by voice vote.
Aye: 7 - Chair Frank, Vice Chair Vealitzek, Member Carlson, Member Pedersen, Member Wasik, Member Wilke and Member Clark
FINANCIAL & ADMINISTRATIVE 7.4 20-0386
Resolution authorizing a contract with Altorfer Power Systems, Elmhurst, Illinois, to provide maintenance and service to Caterpillar generators in an estimated annual amount of $40,000.
A motion was made by Member Wilke, seconded by Member Clark, that Consent Agenda items 7.1 through 7.3 and 7.5 be approved/received and filed and that item 7.4 be recommended for adoption to the County Board agenda. Motion carried by voice vote.
Aye: 7 - Chair Frank, Vice Chair Vealitzek, Member Carlson, Member Pedersen, Member Wasik, Member Wilke and Member Clark
7.5 20-0400
Finance Monthly Report.
A motion was made by Member Wilke, seconded by Member Clark, that Consent Agenda items 7.1 through 7.3 and 7.5 be approved/received and filed and that item 7.4 be recommended for adoption to the County Board agenda. Motion carried by voice vote.
Aye: 7 - Chair Frank, Vice Chair Vealitzek, Member Carlson, Member Pedersen, Member Wasik, Member Wilke and Member Clark
REGULAR AGENDA
PUBLIC WORKS, PLANNING & TRANSPORTATION
7.6 20-0374
Joint resolution authorizing a contract with Lake County Grading Company, LLC, Libertyville, Illinois, in the amount of $15,965,965.15 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.
Shane Schneider, Division of Transportation Director, reported that the pavement is at its end of life and there is a need to widen the road to increase capacity. The appropriation for this project was approved in January 2020.
A motion was made by Member Carlson, seconded by Member Clark, 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 Pedersen, Member Wasik, Member Wilke and Member Clark
7.7 20-0376
Joint resolution authorizing an agreement with Stanley Consultants, Chicago, Illinois, to provide combined Phase I and Phase II engineering services for improvements along 21st Street, from Delany Road to Illinois Route 173, at a maximum cost of $1,249,427 and appropriating $1,500,000 of 1⁄4% Sales Tax for Transportation funds.
Shane Schneider, Division of Transportation Director, reported that this agreement will provide engineering services to investigate improvements to 21st Street including resurfacing, storm sewer and culvert upgrades, and an intersection upgrade.
A motion was made by Member Clark, seconded by Member Wilke, that this resolution be recommended for adoption to the consent agenda. Motion carried by voice vote.
Aye: 7 - Chair Frank, Vice Chair Vealitzek, Member Carlson, Member Pedersen, Member Wasik, Member Wilke and Member Clark
7.8 20-0377
Joint resolution authorizing the first amendment to the agreement between the City of Waukegan and Lake County for the reconstruction of 14th Street, from Illinois Route 131/Green Bay Road to Sheridan Road.
(Items 7.8 and 7.9 were taken together.)
Shane Schneider, Division of Transportation Director, reported that items 7.8 and 7.9 are related. During the Reconstruction of 14th Street Project, it was discovered that the Cities of North Chicago and Waukegan's watermains were in a location affected by the project and at end of life, requirement replacement. This was an unforeseen expense for all parties, and the Cities have requested County assistance with upfront costs and a five year repayment plan. Staff supports their request due to the potential loss of federal funding.
A motion was made by Member Wilke, seconded by Member Clark, that items 7.8 and 7.9 be recommended for adoption to the County Board agenda. Motion carried by voice vote.
Aye: 7 - Chair Frank, Vice Chair Vealitzek, Member Carlson, Member Pedersen, Member Wasik, Member Wilke and Member Clark
7.9 20-0378
Joint resolution authorizing the first amendment to the agreement between the City of North Chicago and Lake County for the reconstruction of 14th Street, from Illinois Route 131/Green Bay Road to Sheridan Road.
(Items 7.8 and 7.9 were taken together.)
A motion was made by Member Wilke, seconded by Member Clark, that items 7.8 and 7.9 be recommended for adoption to the County Board agenda. Motion carried by voice vote.
Aye: 7 - Chair Frank, Vice Chair Vealitzek, Member Carlson, Member Pedersen, Member Wasik, Member Wilke and Member Clark
7.10 20-0379
Joint resolution authorizing an agreement with HR Green, McHenry, Illinois, for combined Phase I and Phase II engineering services for improvements along Deep Lake Road, from Illinois Route 173 to the Illinois/Wisconsin state line, at a maximum cost of $1,094,523, and appropriating $1,315,000 of Motor Fuel Tax funds.
Shane Schneider, Division of Transportation Director, reported that this agreement will provide engineering services to investigate improvements to Deep Lake Road including resurfacing, off-road bike paths, and intersection upgrades.
A motion was made by Member Pedersen, seconded by Member Carlson, that this resolution be recommended for adoption to the County Board agenda. Motion carried by voice vote.
Aye: 7 - Chair Frank, Vice Chair Vealitzek, Member Carlson, Member Pedersen, Member Wasik, Member Wilke and Member Clark
7.11 20-0380
Joint resolution authorizing an agreement with the Illinois Department of Transportation (IDOT), for the highway safety improvements to install snow proof visors on all Lake County Division of Transportation (LCDOT) owned traffic signals throughout Lake County, appropriating $500,000 of 1⁄4% Sales Tax for Transportation funds.
Shane Schneider, Division of Transportation Director, reported that Lake County received
a Highway Safety Improvement Program grant. The funding will be used to install snow proof visors on Lake County owned traffic signals. Discussion ensued.
A motion was made by Member Wasik, seconded by Member Clark, 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 Pedersen, Member Wasik, Member Wilke and Member Clark
7.12 20-0382
Joint resolution authorizing an agreement with the Newport Township Road District relating to the intersection improvements at Wadsworth Road and Dilleys Road.
Shane Schneider, Division of Transportation Director, indicated that as part of Lake County's intersection improvements at Wadsworth and Dilleys Roads, Newport Township Road District has requested additional road resurfacing and culvert improvements. The district will reimburse the County for those improvements.
A motion was made by Member Clark, seconded by Member Vealitzek, 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 Pedersen, Member Wasik, Member Wilke and Member Clark
7.13 20-0383
Joint resolution authorizing an agreement with the Newport Township Fire Protection District to provide temporary emergency fire protection services for the intersection improvements of Wadsworth Road at Dilleys Road and appropriating $300,000 of 1⁄4% Sales Tax for Transportation funds.
Shane Schneider, Division of Transportation Director, reported that intersection improvements on Wadworth and Dilley's Road necessitates a 90 day road closure. This road closure will impact Newport Fire Protection District's ability to quickly respond to emergency calls. In order to ensure public safety, Newport Township Fire Protection District will temporarily require additional staff and place them in a secondary location. The District has requested reimbursement of the additional costs incurred for the temporary staff.
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 Pedersen, Member Wasik, Member Wilke and Member Clark
7.14 20-0384
Joint committee action item approving Change Order Number Five consisting of an increase of $6,412.44 for additions to the Rollins Road drainage construction contract.
Shane Schneider, Division of Transportation Director, reported that several unforeseen issues impacted the Rollins Road drainage construction project, necessitating change orders at a cost totaling more than 10 percent of the project thus requiring committee approval. The change orders are associated with issues that did not surface until after construction had begun.
Director Schneider discussed a process where an excavator can explore underground conditions, but the cost is notably more expensive, requiring staff to weigh their options carefully. Discussion ensued.
A motion was made by Member Vealitzek, seconded by Member Clark, that this item be approved. The motion carried unanimously.
Aye: 7 - Chair Frank, Vice Chair Vealitzek, Member Carlson, Member Pedersen, Member Wasik, Member Wilke and Member Clark
7.15 20-0394
Joint resolution authorizing emergency appropriations in Fiscal Year (FY) 2020 for the Lake County Division of Transportation (LCDOT) capital funds budget for project related reimbursement revenue from outside agencies and the related expense.
Shane Schneider, Division of Transportation Director, reported that the emergency appropriations are a routine accounting function.
A motion was made by Member Wilke, seconded by Member Clark, that this resolution be recommended for adoption to the County Board agenda. Motion carried by voice vote.
Aye: 7 - Chair Frank, Vice Chair Vealitzek, Member Carlson, Member Pedersen, Member Wasik, Member Wilke and Member Clark
FINANCIAL & ADMINISTRATIVE 7.16 20-0431
Resolution authorizing a contract for management consulting and iasWorld system support services from HTNguyen Consulting, LLC, Highland Park, Illinois, in an amount not to exceed $122,400.
Holly Kim, Treasurer, and Vassyl Markus, Treasurer's Office, reported that the implementation of the iasWorld System was managed by Beth Malloy. Since its implementation, there is a need for support services to complete certain customizations anticipated by the Chief County Assessor, Treasurer, and County Clerk Offices. The owner of HTNguyen Consulting, who previously worked at Beth Malloy, is familiar with the County's system and helped implement the transition under Beth Malloy's contract. It was noted that there is not a conflict of interest with the proposed vendor's contract and the Treasurer's staff. Substantial discussion ensued.
A motion was made by Member Wasik, seconded by Member Carlson, that this resolution be recommended for adoption to the County Board agenda. Motion carried by voice vote.
Aye: 7 - Chair Frank, Vice Chair Vealitzek, Member Carlson, Member Pedersen, Member Wasik, Member Wilke and Member Clark
7.17 20-0395
Resolution authorizing the continuation of telecommunication services through Granite, Quincy, Massachusetts, in an estimated annual amount of $600,000.
Chris Blanding, Information Technology Director, reported that this is a continuation of an existing contract but includes additional service lines. The amount is the anticipated spend with the addition of these lines.
A motion was made by Member Wilke, seconded by Member Vealitzek, 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 Pedersen, Member Wasik, Member Wilke and Member Clark
7.18 20-0365
Resolution authorizing an agreement with Syska Hennessy Group for Design of Light Emitting Diode (LED) lighting for the Lake County Jail in the amount of $129,180.
Carl Kirar, Facilities and Construction Services Director, reported that this agreement is for the design and installation of LED lighting at the Lake County Jail. It is expected that the County can save up to 10 percent. The committee requested calculations of the estimated carbon emission reduction and maintenance cost savings related to replacing the light fixtures with energy efficient LED lights.
A motion was made by Member Clark, seconded by Member Vealitzek, 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 Pedersen, Member Wasik, Member Wilke and Member Clark
7.19 20-0362
Resolution authorizing line-item transfers between various funds for the purpose of transferring previously approved funds in Fiscal Year (FY) 2020.
(Items 7.19 and 7.20 were taken together.)
Mike Wheeler, Finance and Administrative Services, presented line-item transfers in the FY 2020 budget and and carryovers for monies that were unspent in FY 2019 and need to be carried over to FY 2020.
A motion was made by Member Wilke, seconded by Member Wasik, that items 7.19 and 7.20 be recommended for adoption to the County Board agenda. The motion carried unanimously.
Aye: 7 - Chair Frank, Vice Chair Vealitzek, Member Carlson, Member Pedersen, Member Wasik, Member Wilke and Member Clark
7.20 20-0363
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.
A motion was made by Member Wilke, seconded by Member Wasik, that items 7.19 and 7.20 be recommended for adoption to the County Board agenda. The motion carried unanimously.
Aye: 7 - Chair Frank, Vice Chair Vealitzek, Member Carlson, Member Pedersen, Member Wasik, Member Wilke and Member Clark
7.21 20-0422
Discussion on the Fiscal Year (FY) 2021 Budget and Financial Policies.
Patrice Sutton, Finance and Administrative Services Director/Chief Financial Officer, presented amendments and sought direction from the Committee regarding the FY 2021 budget policies. Direction was requested regarding setting a maximum/minimum fund reserve threshold and it was suggested that the County clarify when fund reserves will be used, how fund reserves will be replenished if used, and when undesignated funds will be used for capital projects. Director Sutton reviewed the implicit cost of allowing retirees to maintain their health insurance benefits through county. The Committee discussed new program requests (NPRs) and the process in which committees can submit them. The budget calendar timeline and process was reviewed.
The FY 2021 Budget and Financial Policies were discussed. 9. Department Head Reports
(This item was moved ahead of Executive Session.)
9.1 20-0388
Department head reports.
Facilities and Construction Services.
Carl Kirar, Facilities and Construction Services Director, reported on two Job Order Contract projects in Lake County.
Finance and Adminsitrative Services.
Patrice Sutton, Finance and Administrative Services Director/Chief Financial Officer, and RuthAnne Hall, Finance and Administrative Services, reviewed the internal policy procedures related to the Responsibile Bidder Ordinance.
Human Resources
John Light, Human Resources Director, thanked the staff and committee members for the warm welcome he received during his first few weeks at Lake County.
Department head reports were presented. 10. County Administrator's Report
(This item was moved ahead of Executive Session.)
Gary Gibson, County Administrator, provided an update regarding novel coronavirus (COVID-19). Staff has been meeting frequently to discuss emergency management preparations.
Administrator Gibson also reported that Austin McFarlane has been named Public Works Interim Director. Mr. McFarlane has been with Lake County since 1990 and was promoted to Operations Manager in 2009.
8. Executive Session
Executive Session was entered into at 10:41 a.m.
A motion was made by Member Clark, seconded by Member Wilke, to go into Executive Session. The motion carried by the following vote:
Aye: 7 - Chair Frank, Vice Chair Vealitzek, Member Carlson, Member Pedersen, Member Wasik, Member Wilke and Member Clark
8.1 20-0356
Executive Session to discuss personnel matters pursuant to 5 ILCS 120/2 (c) (1).
Personnel matters were discussed in Executive Session.
Executive Session was adjourned at 10:55 a.m.
A motion was made by Member Vealitzek, seconded by Member Clark, to come out of Executive session. The motion carried unanimously.
Aye: 7 - Chair Frank, Vice Chair Vealitzek, Member Carlson, Member Pedersen, Member Wasik, Member Wilke and Member Clark
8.1A 20-0169
Committee action authorizing reclassification of three positions in the Public Defender’s Office.
A motion was made by Member Clark, seconded by Member Wilke, to reclassify three positions in the Public Defender's Office. Motion carried by voice vote.
Aye: 7 - Chair Frank, Vice Chair Vealitzek, Member Carlson, Member Pedersen, Member Wasik, Member Wilke and Member Clark
11. Members Remarks
There were no remarks from members.
12. Adjournment
Chair Frank adjourned the meeting at 10:56 a.m.
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