Kane County Administration Committee approves janitorial services contract

By Lhalie Castillo

Jan 19, 2017

Kane County Administration Committee met Wednesday, Dec. 14.

Here are the minutes as provided by Kane County:

KANE COUNTY

ADMINISTRATION COMMITTEE

WEDNESDAY, DECEMBER 14, 2016

County Board Room Minutes 10:00 AM

Kane County Government Center, 719 S. Batavia Ave., Bldg. A, Geneva, IL 60134

1. Call to Order

Chairman Allan called the meeting to order at 10:15 AM.

Attendee Name Title Status Arrived Deborah Allan Chairman Present Bill Lenert Vice Chairman Present Brian Dahl Board Member Present Rebecca Gillam Board Member Present Douglas Scheflow Board Member Absent Thomas Smith Board Member Present Penny Wegman Board Member Present

Also present: Co. Bd. Chairman Lauzen, Co. Bd. members Sanchez, Molina, Barreiro & staff Nagel; Finance staff Waggoner, Dobersztyn; Environmental staff Govrik; Exec. Dir. Bldg. Mgmt. Biggs; ITD Exec. Dir. Fahnestock & staff Lake, Peters, Nicoski, Chidester, Verachtert; and members of the public.

2. Approval of Minutes: November 9, 2016

RESULT: APPROVED WITH VOICE VOTE [UNANIMOUS]

MOVER: Thomas Smith, Board Member

SECONDER: Rebecca Gillam, Board Member

AYES: Deborah Allan, Bill Lenert, Brian Dahl, Rebecca Gillam, Thomas Smith, Penny Wegman

ABSENT: Douglas Scheflow

3. Finance Report

Draft monthly financial reports were included in the agenda packet. Finance staff Waggoner explained the reports were marked as drafts due to November being the last month of the fiscal year. She noted there would continue to be pertinent transactions posted back to FY16 as allowable in the coming months. Once the comprehensive reports have been completed, the committee will have a presentation by the outside auditors. She reported there were no FY16 budget concerns to report at this time. Brief discussion followed.

4. Public Comment

None

5. Facilities Management

Referencing a handout, Bldg. Mgmt. Exec. Dir. Biggs stated they have completed the 2016 projects for the year. The financial information will be updated once invoices have been received. He provided an update on each of the projects. ITD Exec. Dir. Fahnestock discussed the 2016 Capital purchases. He noted they have been working to close out their financials for the year. The numbers on the handout will be adjusted in January to reflect each area they have closed out and will need to roll over to FY17. Biggs went over the Capital Projects for 2017. Fahnestock discussed the 2017 equipment replacement and software updates. Brief discussion followed.

Exec. Dir. Biggs presented the following resolution:

A. Resolution: Authorizing a Contract for Janitorial Services

This authorizes a contract with ECO Clean Maintenance, of Elmhurst, IL, for janitorial services for a 2-year period at an annual cost of $454,076.84, to include a 100% Performance Bond for each year of the contract.

RESULT: MOVED FORWARD WITH VOICE VOTE [UNANIMOUS] Next: 1/4/2017 9:00 AM

TO: Finance and Budget Committee

MOVER: Bill Lenert, Vice Chairman

SECONDER: Thomas Smith, Board Member

AYES: Deborah Allan, Bill Lenert, Brian Dahl, Rebecca Gillam, Thomas Smith, Penny Wegman

ABSENT: Douglas Scheflow

B. Approval of Facilities Usage Request

Exec. Dir. Biggs presented the following requests to the committee, no opposition was voiced.

1. 2017 Turtle Trot

This authorizes Thomas Young with the Geneva Turtle Trot 5k Run the use of the parking lots surrounding the Kane County Government Center on Sunday, June 3, 2017, 5:30 a.m. till 9:00 a.m.

2. 2017 Geneva Festivals

This authorizes Geneva Chamber of Commerce the use of the parking lots surrounding the 3rd Street Courthouse for the 2017 Festival Season Including: Swedish Days on June 20-25; Classic Car Shows every Thursday in July and August; Geneva Fine Art Show July 22-23; Festival of the Vine September 8 -10; and Christmas Walk December 2-3. Times for each event vary.

6. Information Technology

A change in the order of the agenda followed.

Fahnestock presented the following resolutions:

A. Resolution: Amending the 2017 Fiscal Year Budget Rollover of Fiber Project Funds

This authorizes the following FY2017 budget adjustment be made to reflect the rollover of funds from FY2016 to FY2017.

RESULT: MOVED FORWARD WITH VOICE VOTE [UNANIMOUS] Next: 1/25/2017 9:00 AM

TO: Finance and Budget Committee

MOVER: Bill Lenert, Vice Chairman

SECONDER: Thomas Smith, Board Member

AYES: Deborah Allan, Bill Lenert, Brian Dahl, Rebecca Gillam, Thomas Smith, Penny Wegman

ABSENT: Douglas Scheflow

B. Resolution: Amending the 2017 Fiscal Year Budget Rollover of Fiber and Radio Project Funds

This authorizes the rollover funds of $238,914 from FY16 to FY17.

RESULT: MOVED FORWARD WITH VOICE VOTE [UNANIMOUS] Next: 1/25/2017 9:00 AM

TO: Finance and Budget Committee

MOVER: Thomas Smith, Board Member

SECONDER: Bill Lenert, Vice Chairman

AYES: Deborah Allan, Bill Lenert, Brian Dahl, Rebecca Gillam, Thomas Smith, Penny Wegman

ABSENT: Douglas Scheflow

C. Resolution: Authorizing the Execution of the "Transfer of Employees" Agreement

This authorizes the transfer four ITD employees from the Circuit Clerk's office to the Information Technologies Department.

RESULT: MOVED FORWARD WITH VOICE VOTE [UNANIMOUS] Next: 12/15/2016 9:00 AM

TO: Judicial/Public Safety Committee

MOVER: Bill Lenert, Vice Chairman

SECONDER: Douglas Scheflow, Board Member

AYES: Deborah Allan, Bill Lenert, Brian Dahl, Rebecca Gillam, Thomas Smith, Penny Wegman

ABSENT: Douglas Scheflow

7. Mill Creek SSA

Exec. Dir. Biggs presented the following resolutions:

A. Resolution: Authorizing a Blackberry Township Intergovernmental Agreement - MC SSA Traffic Controls Maintenance, Repair & Replacement

This re-institutes a 5-year intergovernmental agreement (January 10, 2017 through November 30, 2022) concerning traffic control maintenance, repair and replacement between itself and Blackberry Township.

RESULT: MOVED FORWARD WITH VOICE VOTE [UNANIMOUS] Next: 1/4/2017 9:00 AM

TO: Executive Committee

MOVER: Bill Lenert, Vice Chairman

SECONDER: Brian Dahl, Board Member

AYES: Deborah Allan, Bill Lenert, Brian Dahl, Rebecca Gillam, Thomas Smith, Penny Wegman

ABSENT: Douglas Scheflow

B. Resolution: Authorizing a Blackberry Township Intergovernmental Agreement - MC SSA Maintenance Agreement for Street Identification, Pedestrian and Bike Signs

This re-institutes a 5-year intergovernmental agreement (January 10, 2017 through November 30, 2022) concerning maintenance for street identification, pedestrian and bike signs between itself and Blackberry Township.

RESULT: MOVED FORWARD WITH VOICE VOTE [UNANIMOUS] Next: 1/4/2017 9:00 AM

TO: Executive Committee

MOVER: Bill Lenert, Vice Chairman

SECONDER: Thomas Smith, Board Member

AYES: Deborah Allan, Bill Lenert, Brian Dahl, Rebecca Gillam, Thomas Smith, Penny Wegman

ABSENT: Douglas Scheflow

C. Resolution: Authorizing Change Order #1 for Contract for Mill Creek Landscape Architect Professional Services

The approved contract was awarded to The Lannert Group Inc. for a total cost of $28,500. This further authorizes the additional services requested by the Advisory Board, which necessitates additional funding in the amount not-to-exceed $15,000.

RESULT: MOVED FORWARD WITH VOICE VOTE [UNANIMOUS] Next: 1/25/2017 9:00 AM

TO: Finance and Budget Committee

MOVER: Bill Lenert, Vice Chairman

SECONDER: Brian Dahl, Board Member

AYES: Deborah Allan, Bill Lenert, Brian Dahl, Rebecca Gillam, Thomas Smith, Penny Wegman

ABSENT: Douglas Scheflow

D. Resolution: Authorizing Change Order #1 for Contract for 2016 Kane County Government & Mill Creek Sidewalk Repair Services

This authorizes a change order in the total amount of $26,229.16 to Copenhaver Construction for unforeseen additional concrete work deemed necessary for the Mill Creek SSA and the county’s sidewalk repair projects.

RESULT: MOVED FORWARD WITH VOICE VOTE [UNANIMOUS] Next: 1/25/2017 9:00 AM

TO: Executive Committee

MOVER: Rebecca Gillam, Board Member

SECONDER: Bill Lenert, Vice Chairman

AYES: Deborah Allan, Bill Lenert, Brian Dahl, Rebecca Gillam, Thomas Smith, Penny Wegman

ABSENT: Douglas Scheflow

A change in the order of the agenda followed.

8. Vehicles

A. Resolution: Approving Purchase of Two (2) 2017 Tandem Axle Truck Cab and Chassis, Kane County Division of Transportation

This authorizes KDOT to purchase two 2017 truck cab and chassis from TransChicago Truck Group in the amount of $122,057 plus trade-ins.

RESULT: MOVED FORWARD WITH VOICE VOTE [UNANIMOUS] Next: 1/4/2017 9:00 AM

TO: Executive Committee

MOVER: Rebecca Gillam, Board Member

SECONDER: Thomas Smith, Board Member

AYES: Deborah Allan, Bill Lenert, Brian Dahl, Rebecca Gillam, Thomas Smith, Penny Wegman

ABSENT: Douglas Scheflow

B. Vehicle Replacement - Building Management (Cargo Van Recall)

A replacement was previously approved for a vehicle that was never delivered due to a recall. This vehicle approval was tabled by Exec. Dir. Biggs until next month as they await new quotes on the 2017 models.

9. GIS Monthly Report

Referencing a PowerPoint presentation included in the agenda packet, GIS Dir. Nicoski reviewed the monthly reports. He discussed the interactive GIS website and its usage, then provided a recap on their annual GIS Day.

10. New Business

Referencing a handout, Biggs provided information on a memorial bench donated in honor of Judge Leonard Wojtecki. The bench will be placed at the 3rd Street Courthouse.

11. Old Business

None

12. Reports Placed On File

RESULT: APPROVED WITH VOICE VOTE [UNANIMOUS]

MOVER: Brian Dahl, Board Member

SECONDER: Bill Lenert, Vice Chairman

AYES: Deborah Allan, Bill Lenert, Brian Dahl, Rebecca Gillam, Thomas Smith, Penny Wegman

ABSENT: Douglas Scheflow

13. Executive Session (If Needed)

The Administration Committee moved into Executive Session at 11:35 a.m. to discuss Personnel.

RESULT: APPROVED WITH VOICE VOTE [UNANIMOUS]

MOVER: Bill Lenert, Vice Chairman