Lake County Financial & Administrative Committee met April 1

By Philip Gonzales

Jun 29, 2021

Lake County Financial & Administrative Committee met April 1.

Here is the minutes provided by the committee:

1. Call to Order

Chair Frank called the meeting to order at 8:30 a.m.

2. Pledge of Allegiance

Chair Frank led the Pledge of Allegiance.

3. Roll Call of Members

Present 6 - Member Clark, Chair Frank, Member Pedersen, Member Simpson, Vice Chair Vealitzek and Member Wilke

Others present:

Marah Altenberg, County Board

Chris Blanding, Information Technology

Carissa Casbon, County Board

Kristy Cechini, County Board Office

Jim Chamernik, Sheriff's Office

Mary Ross-Cunningham, County Board

Bill Durkin, County Board

Daniel Eder, Emergency Management Agency

Karen Fox, State's Attorney's Office

Gary Gibson, County Administrator's Office

Todd Govain, County Clerk's Office

RuthAnne Hall, Purchasing

Sandy Hart, County Board

Jim Hawkins, County Administrator's Office

Holly Kim, Treasurer

Keith Kaiser, Sheriff's Office

Carl Kirar, Facilities and Construction Services

Angelo Kyle, County Board

John Light, Human Resources

Ann Maine, County Board

Vassyl Markus, Treasurer's Office

Matt Meyers, County Administrator's Office

Brenda O'Connell, Community Development

Robin O'Connor, County Clerk

Mark Pfister, Health Department

Eric Rinehart, State's Attorney's Office

Steven Spagnolo, State's Attorney's Office

Patrice Sutton, Finance and Administrative Services

Gina Roberts, County Board

Abby Scalf, County Board Office

Shane Schneider, Division of Transportation

Blanca Vela-Schneider, County Administrator's Office

Cassandra Torstenson, County Administrator's Office

Eric Waggoner, Planning, Building and Development

Brandon Ware, Finance and Administrative Services

4. Addenda to the Agenda

There were no additions or amendments to the agenda .

5. Public Comment (Items Not on the Agenda)

There were no comments from the public.

6. Chair's Remarks

Chair Frank remarked on a number of items on the agenda that may require further discussion at an additional meeting.

7. Unfinished Business

There was no unfinished business to conduct.

8. New Business

CONSENT AGENDA (Items 8.1 - 8.18)

*APPROVAL OF MINUTES*

8.1 21-0502

Minutes from F&A Special Committee on COVID-19 Recovery from September 18, 2020.

A motion was made by Member Clark, seconded by Member Vealitzek, that items 8.1 through 8.4 be approved and that items 8.5 through 8.18 be recommended for adoption/received and placed on the County Board agenda. The motion carried by the following vote:

Aye: 5 - Member Clark, Chair Frank, Member Pedersen, Member Simpson and Vice Chair Vealitzek

Not Present: 1 - Member Wilke

8.2 21-0554

Public Works, Planning & Transportation and Financial & Administrative Committee Special Minutes from February 24, 2021.

Attachments: PWPT F&A 2.24.21 Special Meeting Minutes - Final.pdf

Aye: 5 - Member Clark, Chair Frank, Member Pedersen, Member Simpson and Vice Chair Vealitzek

Not Present: 1 - Member Wilke

8.3 21-0500

Minutes from February 25, 2021.

Aye: 5 - Member Clark, Chair Frank, Member Pedersen, Member Simpson and Vice Chair Vealitzek

Not Present: 1 - Member Wilke

8.4 21-0501

Minutes from March 4, 2021.

Aye: 5 - Member Clark, Chair Frank, Member Pedersen, Member Simpson and Vice Chair Vealitzek

Not Present: 1 - Member Wilke

*HEALTH & COMMUNITY SERVICES*

8.5 21-0480

Joint resolution accepting the Illinois Public Health Association (IPHA) grant and authorizing an emergency appropriation in the amount of $44,618 for the Human Immunodeficiency Virus (HIV) Prevention grant.

Aye: 5 - Member Clark, Chair Frank, Member Pedersen, Member Simpson and Vice Chair Vealitzek

Not Present: 1 - Member Wilke

*PUBLIC WORKS, PLANNING & TRANSPORTATION*

8.6 21-0468

Joint resolution authorizing a contract with SKC Construction, Inc., Elgin, Illinois, in the amount of $42,753.55 to provide for the crack sealing of hot-mix asphalt and concrete pavements, where necessary, on various County highways under the Illinois Highway Code, appropriating $55,000 of Motor Fuel Tax funds.

Aye: 5 - Member Clark, Chair Frank, Member Pedersen, Member Simpson and Vice Chair Vealitzek

Not Present: 1 - Member Wilke

8.7 21-0469

Joint resolution authorizing a contract with Payne and Dolan, Inc., Antioch, Illinois, in the amount of $458,738.34 for annual hot-mix asphalt maintenance of various roads on the County highway system under the Illinois Highway Code, appropriating $551,000 of Motor Fuel Tax funds.

Aye: 5 - Member Clark, Chair Frank, Member Pedersen, Member Simpson and Vice Chair Vealitzek

Not Present: 1 - Member Wilke

8.8 21-0470

Joint resolution authorizing a contract with Corrective Asphalt Materials, LLC, South Roxana, Illinois, in the amount of $430,953.85 for the application of a pavement rejuvenator on various County highways, appropriating $518,000 of Matching Tax funds.

Aye: 5 - Member Clark, Chair Frank, Member Pedersen, Member Simpson and Vice Chair Vealitzek

Not Present: 1 - Member Wilke

8.9 21-0471

Joint resolution appropriating $50,000 of County Bridge Tax funds for Fiscal Year (FY) 2021 engineering services, water quality monitoring services, watershed workgroup dues, and materials needed to meet the requirements of the Illinois Environmental Protection Agency (IEPA) General National Pollutant Discharge Elimination System (NPDES) ILR40 Permit for Lake County.

Aye: 5 - Member Clark, Chair Frank, Member Pedersen, Member Simpson and Vice Chair Vealitzek

Not Present: 1 - Member Wilke

8.10 21-0472

Joint resolution authorizing a contract with MYS, Inc., Palos Heights, Illinois, in the amount of $285,775 for the Buffalo Grove Road Bridge Railing Rehabilitation, appropriating $343,000 of County Bridge Tax funds.

Aye: 5 - Member Clark, Chair Frank, Member Pedersen, Member Simpson and Vice Chair Vealitzek

Not Present: 1 - Member Wilke

*FINANCIAL & ADMINISTRATIVE*

County Clerk

8.11 21-0439

Report from Robin M. O’Connor, County Clerk, for the month of February 2021.

Aye: 5 - Member Clark, Chair Frank, Member Pedersen, Member Simpson and Vice Chair Vealitzek

Not Present: 1 - Member Wilke

Recorder of Deeds

8.12 21-0478

Report from Mary Ellen Vanderventer, Recorder of Deeds, for the month of February 2021.

Aye: 5 - Member Clark, Chair Frank, Member Pedersen, Member Simpson and Vice Chair Vealitzek

Not Present: 1 - Member Wilke

Treasurer

8.13 21-0351

Report from Holly Kim, Treasurer, for the month of June 2020.

Aye: 5 - Member Clark, Chair Frank, Member Pedersen, Member Simpson and Vice Chair Vealitzek

Not Present: 1 - Member Wilke

8.14 21-0354

Report from Holly Kim, Treasurer, for the month of July 2020.

Aye: 5 -: Member Clark, Chair Frank, Member Pedersen, Member Simpson and Vice Chair Vealitzek

Not Present: 1 - Member Wilke

8.15 21-0443

Report from Holly Kim, Treasurer, for the month of August 2020.

Aye: 5 - Member Clark, Chair Frank, Member Pedersen, Member Simpson and Vice Chair Vealitzek

Not Present: 1 - Member Wilke

8.16 21-0492

Report from Holly Kim, Treasurer, for the month of September 2020.

Aye: 5 - Aye: Member Clark, Chair Frank, Member Pedersen, Member Simpson and Vice Chair Vealitzek

Not Present: 1 - Member Wilke

8.17 21-0486

Resolution authorizing a one-year renewal with CDW Government (CDW-G), Vernon Hills, Illinois, for Cisco SMARTnet software maintenance in the amount of $68,905.47.

Aye: 5 - Member Clark, Chair Frank, Member Pedersen, Member Simpson and Vice Chair Vealitzek

Not Present: 1 - Member Wilke

Facilities and Construction Services

8.18 21-0437

Resolution authorizing an agreement with Wiss, Janney, Elstner Associates, Inc., Northbrook, Illinois, for engineering construction administration services at the Adult Probation Building in the amount of $53,500.

Aye: 5 - Aye: Member Clark, Chair Frank, Member Pedersen, Member Simpson and Vice Chair Vealitzek

Not Present: 1 - Member Wilke

REGULAR AGENDA

*LAW & JUDICIAL*

8.19 21-0458

Joint resolution approving an intergovernmental agreement (IGA) for renewed contractual police services between the Lake County Sheriff’s Office (LCSO) and the Village of Long Grove (Long Grove) from May 1, 2021, to April 30, 2024, in the amount of $2,128,357.75.

A motion was made by Member Vealitzek, seconded by Member Simpson, that this item be recommended for adoption to the County Board agenda. The motion carried by the following vote:

Aye: 5 - Member Clark, Chair Frank, Member Pedersen, Member Simpson and Vice Chair Vealitzek

Not Present: 1 - Member Wilke

*HEALTH AND COMMUNITY SERVICES*

8.20 21-0479

Joint resolution accepting the Illinois Department of Public Health (IDPH) grant and authorizing an emergency appropriation in the amount of $1,750,000 for the COVID-19 Mass Vaccination grant.

Member Simpson moved seconded by Member Clark, to table this matter until later in the meeting when Mark Pfister, Health Department Executive Director, would be able to provide an update.

On a roll call vote, the motion unanimously failed.

Aye - None

Nays - 6: Member Clark, Chair Frank, Member Pedersen, Member Simpson, Vice Chair Vealitzek

Not Present - 1: Member Wilke

Mark Pfister, Health Department Executive Director, reported that this grant will cover

expenses related to mass vaccination and contractual duties. Director Pfister noted that this funding will be used quickly but the Health Department has received assistance from local, partnering businesses to help fund and distribute vaccination.

(Member Wilke arrived at 8:42 a.m.)

Director Pfister reported on the vaccine site on Waters Street. Lake County Health Department will be managing the regional site on Waters and the State will allocate additional vaccine to the site. Discussion ensued.

A motion was made by Member Clark, seconded by Member Pedersen, that this item be recommended for adoption to the regular agenda. The motion carried by the following vote:

6 - Aye: Member Clark, Chair Frank, Member Pedersen, Member Simpson, Vice Chair Vealitzek and Member Wilke

*PUBLIC WORKS, PLANNING & TRANSPORTATION*

8.21 21-0474

Joint committee action item approving Change Order Number Three consisting of an increase of $24,746.24 for additions to the Midlothian Road culvert replacement contract.

21-0474 Midlothian Road Culverts Committee Action Memo 21-0474 Location Map, Midlothian Road Culverts 21-0474 Vendor Disclosure, Lake County Grading

Shane Schneider, Division of Transportation Director, reported that item 8.21 is for three culverts that were replaced. The contract included an incentive of completing the work ahead of schedule. The contractor was able to complete the project 10 days earlier than the deadline.

Items 8.22 through 8.24 are low bid contracts related to the construction of a roundabout at Fairfield and Monaville Roads. The project has been in progress since 2016 and has the support of the community.

A motion was made by Member Clark, seconded by Member Wilke, that items 8.21 be approved and that items 8.22 through 8.24 be recommended for approval on the County Board agenda. The motion carried by the following vote:

6 - Aye: Member Clark, Chair Frank, Member Pedersen, Member Simpson, Vice Chair Vealitzek and Member Wilke

8.22 21-0475

Joint resolution authorizing a contract with Campanella and Sons, Inc., Wadsworth, Illinois, in the amount of $2,610,260.43 for the intersection improvement of Fairfield Road at Monaville Road and appropriating $3,195,000 of ¼% Sales Tax for Transportation funds.

Aye: 6 - Member Clark, Chair Frank, Member Pedersen, Member Simpson, Vice Chair Vealitzek and Member Wilke

8.23 21-0476

Joint resolution authorizing an agreement with the Village of Lake Villa (Village) relating to the intersection improvements at Fairfield Road and Monaville Road.

Aye: 6 - Member Clark, Chair Frank, Member Pedersen, Member Simpson, Vice Chair Vealitzek and Member Wilke

8.24 21-0477

Joint committee action item approving Change Order Number Two consisting of an increase of $22,493.69 for additions to the Fairfield Road and Monaville Road intersection improvement Phase II consultant agreement.

21-0477 Fairfiled at Monaville Committee Action Memo 21-0477 Location Map, Fairfield and Monaville Improvements 21-0477 Vendor Disclosure, Alfred Benesch

6 - Aye: Member Clark, Chair Frank, Member Pedersen, Member Simpson, Vice Chair Vealitzek and Member Wilke

*FINANCIAL & ADMINISTRATIVE*

Treasurer

8.25 21-0491

Resolution approving a contract with The Master’s Touch, LLC, Spokane, Washington, in the estimated amount of $32,915, plus postage, for print and mailing services of real estate tax bills.

Holly Kim, Treasurer, reported that this new vendor will result in significant cost savings to the County and includes the option for electronic billing and electronic check. Discussion ensued regarding the ability to transport data, keeping costs competitive, and protecting taxpayer data.

A motion was made by Member Clark, seconded by Member Wilke, that this resolution be recommended for adoption to the County Board agenda. Motion carried by the following roll call vote:

Aye: 6 - Member Clark, Chair Frank, Member Pedersen, Member Simpson, Vice Chair Vealitzek and Member Wilke

Information Technology

8.26 21-0506

Director's Report - Information Technology.

Chris Blanding, Information Technology Director, had nothing further to report.

Facilities and Construction Services

8.27 21-0490

Resolution authorizing a contract with Simon Roofing and Sheet Metal Corp., Youngstown, Ohio, for the spring 2021 roof replacement project at 18 North County Street amount of $273,936.

Carl Kirar, Facilities and Construction Services Director, reported that the roof above the Administrative Tower needs to be replaced. Although the project was not planned in the Fiscal Year 2021 budget, the condition of the roof is at a critical point and is leaking water into the building. Discussion ensued regarding the cooperative agreement and the urgency in replacing roof. It was noted that the subcontractor would be local.

A motion was made by Member Vealitzek, seconded by Member Pedersen, that this item be recommended for adoption to the County Board agenda. The motion carried by the following vote:

Aye: 6 - Member Clark, Chair Frank, Member Pedersen, Member Simpson, Vice Chair Vealitzek and Member Wilke

8.28 21-0462

Director’s Report - Facilities and Construction Services.

Carl Kirar, Facilities and Construction Services Director, reported that the Adult Probation Bowstring Roof Trusses Project that is being completed through Job Order Contracting (JOC), will exceed the $350,000 threshold.

Carl Kirar, Facilities and Construction Services DIrector, provided a report. Finance and Administrative Services

8.29 21-0484

Initial discussion on Fiscal Year 2022 Budget and Financial Policies.

Patrice Sutton, Chief Financial Officer / Finance and Administrative Services Director, presented the proposed budget and financial policies. One policy that has consistently been in the Budget Policy requires Departments to demonstrate performance metrics based on the County's Strategic Plan. This policy will remain in place.

The proposed policy includes language that the County Administrator will provide a balanced budget with no growth in the tax levy and an option that assumes a property tax levy of allowable CPI Growth. The Committee discussed whether a cap on the tax levy with no growth is sustainable and feasible. The consensus is that more information is necessary before a decision will be made.

Director Sutton reviewed several minor and substantive amendments to the proposed policy including language related to Capital Improvements/Expenses, Debt policies, and whether there should be a deadline for Board Member requests. Discussion ensued regarding the need to better align the timing of the Health Department and Lake County budgets, accountability in funding of vacant positions, and wage increase planning.

The Committee discussed Fiscal Year 2022 proposed Budget and Financial policies.

8.30 21-0515

Finance and Administrative Services Annual Update.

Patrice Sutton, Chief Financial Officer / Finance and Administrative Services, provided an overview of the six divisions within the Finance and Administrative Services Department and the duties that these divisions perform.

During the past 12 months, Finance and Administrative Services was tasked with managing the County's financial response to the COVID-19 Response and Recovery including budget reductions, forecasting, adjustments, operational changes, and CARES Act Funding. The increased volume of work was completed under tight deadlines, internal control measures, and shifting Federal compliance and reporting measures.

During the next 12 months, the Finance and Administrative Services Department will be completing Phase One of the Budget System Replacement system, close out the CARES Act Fund, work on ARPA funding and updating policy and procedures.

Patrice Sutton, Chief Financial Officer / Finance and Administrative Services

Director, provided an annual update of the Finance and Administrative Services Department.

8.31 21-0507

Director's Report - Finance and Administrative Services.

Patrice Sutton, Chief Financial Officer / Finance and Administrative Services Director, had nothing further to report.

Human Resources

8.32 21-0336

Discussion on repealing and replacing Section 2.10, Hiring of Relatives, in the Employee Policies and Procedures manual.

John Light, Human Resources Director, presented proposed language regarding the hiring of relatives in the County's employee policies and procedures manual. The current policy was adopted in 1992 and there is a need to replace the policy in its entirety to meet the needs of a complex organization. Staff has drafted a proposed policy and is seeking guidance from the Committee.

Discussion ensued regarding a way to effectively manage familial relationships in a department to ensure that members of a family are not reporting to one another and the process to address situations that may currently be structured in this manner. There was an emphasis that the County does not want to lose valuable employees and Director Light discussed several options that the County Board can use to address existing familial relationships. He identified certain challenges that the County must consider in its policy. It was noted that the policy would only impact the departments that fall under the County Board authority.

The Committee discussed repealing and replacing Section 2.10, Hiring of Relatives, in the Employee Policies and Procedures Manual.

8.33 21-0340

Discussion on repealing and replacing Section 4.3, Military Training Leave and Military Leave of Absence, in the Employee Policies and Procedures manual.

John Light, Human Resources Director, reported that the County's currently military leave policy is not compliant with current laws. Chair Hart requested that a red-line version be provided when this item comes up for approval.

The Committee discussed repealing and replacing Section 4.3, Military Training Leave and Military Leave of Absence, in the Employee Policies and Procedures manual.

8.34 21-0555

Resolution authorizing the appointment of John Light, Human Resources Director, as the Lake County Deferred Compensation 457(b) Plan’s Authorized Agent.

A motion was made by Member Vealitzek, seconded by Member Clark, that this resolution be recommended for adoption to the County Board agenda. Motion carried by the following roll call vote:

Aye: 6 - Member Clark, Chair Frank, Member Pedersen, Member Simpson, Vice Chair Vealitzek and Member Wilke

8.35 21-0508

Director's Report - Human Resources.

John Light, Human Resources Director, had nothing further to report.

County Administrator's Office

8.36 21-0516

Discussion on execution of Fiscal Year (FY) 2021 Capital Plan.

Jim Hawkins, Deputy County Administrator, provided an overview of the FY 2021 Facility Capital Improvement Plan (CIP). He indicated that staff is seeking guidance on the reallocation of FY 2021 Facility CIP funds to act on high-priority projects.

Facility Carl Kirar, Facilities and Construction Services Director, reviewed the CIP plan process and the prioritized list of projects the Board approved at its September 8, 2020 meeting. Patrice Sutton, Chief Financial Officer / Finance and Administrative Services Director, discussed non-transportation bonds including revenue streams and current debt services.

Deputy Administrator Hawkins reported that staff is working on a five year capital plan on infrastructure and technology needs but that the pandemic has had a financial impact on the planning process. The County had budgeted $2,500,000 in FY 2021 for the demolition of the Winchester House but engineering costs are $5,000,000. He reviewed options for the timing and funding of the County's prioritized projects in FY 2021 and in the future and discussed the advantages and disadvantages of the options. Discussion ensued.

Chair Frank requested that the County work toward securing agreements with other 911 agencies regarding their intent in partnering on the 911 Dispatch, Emergency Operation Center (EOC), Emergency Telephone System Board (ETSB) Consolidated Building project. The consensus of the Committee was to move forward with option two which prioritizes the planning portion of the 911 Dispatch/EOC/ETSB Building and the Sheriff's Public Safety Building in Libertyville, uses a portion of the County's reserve for the long-term capital plan to complete the Winchester House Demolition.

Staff will return to the Committee for formal consideration at a future meeting.

The Committee discussed execution of the FY 2021 Capital Plan.

9. County Administrator's Report

Eric Waggoner, Planning, Building and Development Director, and Brenda O'Connell, Community Development, provided a brief update regarding the County's Federal Emergency Rental Assistance (FERA). The program will go live on April 5, 2021 and has 15 community partners who have submitted contract agreements with the County and are trained to participate in the program. There is currently a Federal moratorium through June 30, 2021 and staff is waiting to see if the state will follow suit.

A County Administrator's report was provided.

10. Executive Session

Executive Session was entered into at 11:51 a.m.

A motion was made by Member Pedersen, seconded by Member Vealitzek, to go into Executive Session. The motion carried by the following vote:

Aye: 6 - Member Clark, Chair Frank, Member Pedersen, Member Simpson, Vice Chair Vealitzek and Member Wilke

10.1 21-0493

Executive Session to discuss personnel matters pursuant to 5 ILCS 120/2 (c)(1).

Personnel matters were discussed in Executive Session.

10.2 21-0494

Executive Session to discuss collective bargaining pursuant to 5 ILCS 120/2 (c)(2).

Collective bargaining was discussed in Executive Session.

10.3 21-0505

Executive Session to review closed session minutes pursuant to 5 ILCS 120/2 (c)(21). This matter was discussed

Executive Session was adjourned at 12:28 p.m.

A motion was made by Member Wilke, seconded by Member Vealitzek, that this item be to come out of Executive Session. The motion carried by the following vote:

Aye: 4 - Chair Frank, Member Pedersen, Vice Chair Vealitzek and Member Wilke

Not Present: 2 - Member Clark and Member Simpson

10.4 21-0503

Executive Session minutes from February 25, 2021.

A motion was made by Member Vealitzek, seconded by Member Wilke, that the minutes for items 10.4 and 10.5 be approved. The motion carried by the following vote:

Aye: 4 - Chair Frank, Member Pedersen, Vice Chair Vealitzek and Member Wilke

Not Present: 2 - Member Clark and Member Simpson

10.5 21-0504

Executive Session minutes from March 4, 2021. approved

Aye: 4 - Chair Frank, Member Pedersen, Vice Chair Vealitzek and Member Wilke

Not Present: 2 - Member Clark and Member Simpson

11. Members Remarks

There were no remarks from members.

12. Adjournment

Chair Frank declared the meeting adjourned at 12:32 p.m.

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