Kane County Administration Committee met January 10.
Here is the minutes provided by the Committee:
1. Call to Order
Chairman Allan called the meeting to order at 10:00 am.
Attendee Name; Title; Status; Arrived:
Brian Dahl Board Member Present
Drew Frasz Board Member Present
Rebecca Gillam Board Member Present
Bill Lenert Vice Chairman Present
Douglas Scheflow Board Member Late 10:03 am
Thomas Smith Board Member Present
Deborah Allan Chairman Present
Also present: Co. Bd. Chairman Lauzen; Co. Bd. members Barreiro, Lewis, Sanchez & staff Nagel; Finance staff Waggoner, Dobersztyn; Exec. Dir. Bldg. Mgmt. Biggs; ITD Exec. Dir. Fahnestock & staff Lasky, Peters, Garza, Nicoski, Verachtert; Public Defender Childress: HR Exec. Dir. Wetzel; and members of the press and public.
2. Approval of Minutes: December 13, 2017
Result: Approved With Voice Vote [Unanimous]
Mover: Brian Dahl, Board Member
Seconder: Drew Frasz, Board Member
Ayes: Brian Dahl, Drew Frasz, Rebecca Gillam, Bill Lenert, Thomas Smith, Deborah Allan
Absent: Douglas Scheflow
3. Finance Report
The monthly financial reports were included in the agenda packet. Finance staff Waggoner noted overages on the report were due to encumbrances that are no area of concern at this time. Fund 390 for Web Technical Services is trending about 9% over; the fund has enough money to cover those expenses. They have been working on closing FY17. For this committee, the only overage in the General Fund is for the Building Management Department. A resolution will be presented today for the committee’s consideration.
4. Public Comment
None
5. Facilities Management
A. Capital Project Updates
(Scheflow arrives @ 10:03 a.m.) Referencing a handout, Bldg. Mgmt. Exec. Dir. Biggs provided an update on the rooftop HVAC replacements, HVAC control upgrades, JC parking lot replacement, and the OEM vehicle replacement. He reviewed a summary of the Capital Improvement Fund projections. Brief discussion occurred.
A change in the resolution order followed.
Biggs presented the following two resolutions together:
B. Resolution: Amending the 2018 Capital Improvement Projects Fund
This authorizes the following FY2018 budget adjustment be made for the KBC Circuit Clerk Roof Top Unit (RTU) Replacements: 500.800.805.72010 KBC Circuit Clerk RTU Roof Tops of +$285,200; 500.800.000.39900 Cash on Hand of +$285,200.
Result: Moved Forward With Voice Vote [Unanimous] Next: 1/31/2018 9:00 am
To: Finance And Budget Committee
Mover: Drew Frasz, Board Member
Seconder: Rebecca Gillam, Board Member
Ayes: Brian Dahl, Drew Frasz, Rebecca Gillam, Bill Lenert, Douglas Scheflow, Thomas Smith, Deborah Allan
G. Resolution: Authorizing a Contract for Kane County KBC Circuit Clerk RTU Replacements
This authorizes a contract for the KBC Circuit Clerk RTU Replacements project to Mechanical Concepts of Illinois Inc. for the Base Bid amount of $516,000.00, with an Alternate of $16,000.00 for a sum total of $532,000.00. In addition, 10% project contingency of $53,200.00 will be added, for a total project cost of $585,200.00.
Result: Moved Forward With Voice Vote [Unanimous] Next: 1/31/2018 9:00 am
To: Finance And Budget Committee
Mover: Rebecca Gillam, Board Member
Seconder: Drew Frasz, Board Member
Ayes: Brian Dahl, Drew Frasz, Rebecca Gillam, Bill Lenert, Douglas Scheflow, Thomas Smith, Deborah Allan
Exec. Dir. Biggs presented the next two resolutions together:
C. Resolution: Amending the 2018 Capital Improvement Projects Fund Judicial Center Parking Lot Improvements Project
This authorizes the following FY2018 budget adjustment be made for the Judicial Center Parking Lot Improvements Project: 500.800.805.72010 KBC Judicial Ctr Prkg Lot Improve of +$150,397; 500.800.000.39900 Cash on Hand of +$150,397.
Result: Moved Forward With Voice Vote [Unanimous] Next: 1/31/2018 9:00 am
To: Finance And Budget Committee
Mover: Bill Lenert, Vice Chairman
Seconder: Drew Frasz, Board Member
Ayes: Brian Dahl, Drew Frasz, Rebecca Gillam, Bill Lenert, Douglas Scheflow, Thomas Smith, Deborah Allan
E. Resolution: Authorizing a Contract for Kane County Judicial Center Parking Lot Improvements Project
This authorizes a contract for the Kane County Judicial Center Parking Lot Improvement Project with Brothers Asphalt Paving Inc. for a Base Bid of $236,922.00 and 8 Alternates for the sum of $425,909.00, for a total cost of $662,831.00. In addition, a 20% project contingency of $132,566.00, for a total project cost of $795,397.00.
Result: Moved Forward With Voice Vote [Unanimous] Next: 1/31/2018 9:00 am
To: Finance And Budget Committee
Mover: Rebecca Gillam, Board Member
Seconder: Brian Dahl, Board Member
Ayes: Brian Dahl, Drew Frasz, Rebecca Gillam, Bill Lenert, Douglas Scheflow, Thomas Smith, Deborah Allan
D. Resolution: Authorizing an Emergency Purchase Affidavit for Kane County Adult Corrections Domestic Water Booster Pump Assembly Unit
This authorizes an Emergency Purchase Affidavit for the services and materials provided by Mechanical Inc. for replacement of the mechanical domestic water booster pump assembly at the Kane County Adult Corrections facility for the amount of $71,602.00.
Result: Moved Forward With Voice Vote [Unanimous] Next: 1/31/2018 9:00 am
To: Finance And Budget Committee
Mover: Bill Lenert, Vice Chairman
Seconder: Douglas Scheflow, Board Member
Ayes: Brian Dahl, Drew Frasz, Rebecca Gillam, Bill Lenert, Douglas Scheflow, Thomas Smith, Deborah Allan
F. Resolution: Authorizing a Contract for Kane County Government Center, Building "B" RTU Replacement
This authorizes a contract for the Government Center Building “B” RTU Replacement project to Jensen’s Plumbing & Heating Inc. for the Base Bid amount of $182,916.00. In addition, a 10% project contingency of $18,292.00, for a total project cost of $201,208.00.
Result: Moved Forward With Voice Vote [Unanimous] Next: 1/31/2018 9:00 am
To: Finance And Budget Committee
Mover: Brian Dahl, Board Member
Seconder: Drew Frasz, Board Member
Ayes: Brian Dahl, Drew Frasz, Rebecca Gillam, Bill Lenert, Douglas Scheflow, Thomas Smith, Deborah Allan
H. Resolution: Authorizing an Interim Contract Extension for Kane County HVAC Services
This authorizes a 60-day contract extension for HVAC Maintenance and Repairs Services to Mechanical Inc. for the period of time from January 1, 2018 through March 1, 2018, on an “as needed” basis at their current Labor Contract Rider 2016-2017. Journeymen rate of $94.45 per hour for straight time and current materials markup of 15%.
Result: Moved Forward With Voice Vote [Unanimous] Next: 1/31/2018 9:00 am
To: Finance And Budget Committee
Mover: Rebecca Gillam, Board Member
Seconder: Bill Lenert, Vice Chairman
Ayes: Brian Dahl, Drew Frasz, Rebecca Gillam, Bill Lenert, Douglas Scheflow, Thomas Smith, Deborah Allan
I. Resolution: Authorizing Budget Adjustment to Balance the Building Management FY2017 Budget
This authorizes the following FY2017 budget adjustment be made to adjust funding for the Building Management FY2017 budget
001.080.080.40000 Salaries & Wages -23,316
001.080.085.40000 Salaries & Wages -1,458
001.080.086.40000 Salaries & Wages -30,000
001.080.080.52110 Repairs & Maintenance - Buildings 23,316
001.080.085.52020 Repairs & Maintenance - Roads 1458
001.080.086.60090 Utilities - Sewer 30,000
001.900.900.85000 Contingency ($65,315.00)
001.080.082. 63010 Electric 7,315
001.080.083.63010 Electric 58,000
To request FY17 budget adjustment from General Fund Contingency account.
Result: Moved Forward With Voice Vote [Unanimous] Next: 1/31/2018 9:00 am
To: Finance And Budget Committee
Mover: Drew Frasz, Board Member
Seconder: Bill Lenert, Vice Chairman
Ayes: Brian Dahl, Drew Frasz, Rebecca Gillam, Bill Lenert, Douglas Scheflow, Thomas Smith, Deborah Allan
J. Approval of Facilities Usage Request (If Needed)
None
6. Information Technology
A. GIS Monthly Report
The monthly reports were included in the agenda packet. Exec. Dir. Fahnestock presented the following resolutions:
B. Resolution: Authorizing Budget Adjustment for Emergency Generator Repairs
This authorizes the following budget adjustment be made to transfer funds to Line Item 001.060.060.52150 in the amount of $30,419.35 from the General Fund Contingency: 001.060.060.52150 Repairs & Maint - Comm Equipment $30,419.35; 001.900.900.85000 Allowance for Budget Expense -$30,419.35.
Result: Moved Forward With Voice Vote [Unanimous] Next: 1/31/2018 9:00 am
To: Finance And Budget Committee
Mover: Drew Frasz, Board Member
Seconder: Bill Lenert, Vice Chairman
Ayes: Brian Dahl, Drew Frasz, Rebecca Gillam, Bill Lenert, Douglas Scheflow, Thomas Smith, Deborah Allan
C. Resolution: Amending 2018 Fiscal Year Budget - Rollover of Funds - IL Counties Information Management
This authorizes a rollover of funds not expended in 2017 to be used in 2018 for Fund 385, which the County provides to manage funds for the IL ICIMA annual conference.
Result: Moved Forward With Voice Vote [Unanimous] Next: 1/31/2018 9:00 am
To: Finance And Budget Committee
Mover: Rebecca Gillam, Board Member
Seconder: Bill Lenert, Vice Chairman
Ayes: Brian Dahl, Drew Frasz, Rebecca Gillam, Bill Lenert, Douglas Scheflow, Thomas Smith, Deborah Allan
D. Resolution: Amending the 2018 Fiscal Year Budget - Rollover of Radio and Fiber Project Funds
This authorizes the following FY2018 budget adjustment be made to reflect the rollover of funds from FY2017: 125.800.810.70060 Communication Equipment $394,518.76; 125.800.800.39900 Cash on Hand 394,518.76.
Result: Moved Forward With Voice Vote [Unanimous] Next: 1/31/2018 9:00 am
To: Finance And Budget Committee
Mover: Drew Frasz, Board Member
Seconder: Bill Lenert, Vice Chairman
Ayes: Brian Dahl, Drew Frasz, Rebecca Gillam, Bill Lenert, Douglas Scheflow, Thomas Smith, Deborah Allan
E. Resolution: Amending the 2018 Fiscal Year Budget - Rollover of Capital Project Funds for Communication/Technology
This authorizes the following FY2018 budget adjustment be made to rollover funds from FY2017: 500.800.801.70000 Computers $22,587.91; 500.800.801.70020 Computer Software - Capital $181,559.14; 500.800.801.70050 Printers $7,668.1; 500.800.810.70060 Office Furniture $3,480.08; 500.800.000.39900 Cash on Hand $215,295.29.
Result: Moved Forward With Voice Vote [Unanimous] Next: 1/31/2018 9:00 am
To: Finance And Budget Committee
Mover: Brian Dahl, Board Member
Seconder: Rebecca Gillam, Board Member
Ayes: Brian Dahl, Drew Frasz, Rebecca Gillam, Bill Lenert, Douglas Scheflow, Thomas Smith, Deborah Allan
F. Resolution: Amending 2018 Fiscal Year Budget - Rollover of Web Technical Funds
This authorizes the following FY2018 budget be made to rollover funds from FY 2017 as follows: 390.060.337.50150 Contractual/Consulting Services $18,061.44; 390.060.337.50340 Software Licensing Cost $31,845.45; 390.060.337.52130 Repairs & Maintenance - Computers $713.75; 390.060.000.39900 Cash on Hand $50,620.64.
Result: Moved Forward With Voice Vote [Unanimous] Next: 1/31/2018 9:00 am
To: Finance And Budget Committee
Mover: Bill Lenert, Vice Chairman
Seconder: Thomas Smith, Board Member
Ayes: Brian Dahl, Drew Frasz, Rebecca Gillam, Bill Lenert, Douglas Scheflow, Thomas Smith, Deborah Allan
G. Resolution: Requesting Consideration of a Budget Adjustment from the Capital Fund to Information Technologies Capital Budget for Capital Equipment
This authorizes a budget adjustment for fiscal year 2018 to move $60,000, if said funds are available as follows: 500.800.000.39900 Cash on Hand $60,000; 500.800.801.70000 Computers $60,000.
Result: Moved Forward With Voice Vote [Unanimous] Next: 1/31/2018 9:00 am
To: Finance And Budget Committee
Mover: Brian Dahl, Board Member
Seconder: Drew Frasz, Board Member
Ayes: Brian Dahl, Drew Frasz, Rebecca Gillam, Bill Lenert, Douglas Scheflow, Thomas Smith, Deborah Allan
7. Mill Creek SSA
None
8. New Business
Exec. Dir. Biggs initiated a discussion on regarding pay for Building Maintenance employees that are forced to work on holidays. They do not receive double time or even time and a half for those days. The employees were upset because they were forced to work on a holiday when they should have been home with their families. He asked that the policy be revised to make an exception for those employees by paying them time and a half. Lenert asked this discussion be moved to Human Services Committee. Brief discussion followed.
9. Vehicles (If Needed)
Bldg. Mgmt. Exec. Dir. Biggs presented the following resolution:
A. Resolution: Authorizing the Purchase of a Skid Steer Loader
This authorizes a contract for the purchase of a skid steer loader from Martin Implement Sales Inc. for the amount of $36,734.97.
Result: Moved Forward With Voice Vote [Unanimous] Next: 1/31/2018 9:00 am
To: Finance And Budget Committee
Mover: Drew Frasz, Board Member
Seconder: Thomas Smith, Board Member
Ayes: Brian Dahl, Drew Frasz, Rebecca Gillam, Bill Lenert, Douglas Scheflow, Thomas Smith, Deborah Allan
10. Old Business
Frasz asked Biggs for the status on the repairs to the washed out bridge on the trail near the Government Center. Biggs responded he found out yesterday that the bridge does belong to the county. He will be meeting with the Forest Preserve and Env. Dir. Anderson on February 6 to develop a plan to clean the area up and replace the bridge. Brief discussion followed with ideas on voluntary groups that might be interested in working on the project.
11. Reports Placed On File
Result: Place Written Reports On File [Unanimous]
Mover: Brian Dahl, Board Member
Seconder: Bill Lenert, Vice Chairman
Ayes: Brian Dahl, Drew Frasz, Rebecca Gillam, Bill Lenert, Douglas Scheflow, Thomas Smith, Deborah Allan
12. Executive Session (If Needed)
None
13. Adjournment
Result: Adjourned By Voice Vote [Unanimous]
Mover: Thomas Smith, Board Member
Seconder: Douglas Scheflow, Board Member
Ayes: Brian Dahl, Drew Frasz, Rebecca Gillam, Bill Lenert, Douglas Scheflow, Thomas Smith, Deborah Allan
This meeting was adjourned at 11:34 am.
http://kanecountyil.iqm2.com/Citizens/FileOpen.aspx?Type=15&ID=2017&Inline=True
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