Kane County Administration Committee met Aug. 15.
Here is the minutes provided by the Committee:
1. Call to Order
Chairman Allan called the meeting to order at 10:03 AM.
| Attendee Name | Title | Status | Arrived |
| Ron Ford | Board Member | Present | |
| Drew Frasz | Board Member | Present | |
| Rebecca Gillam | Board Member | Present | |
| Bill Lenert | Vice Chairman | Late | 10:19 AM |
| Douglas Scheflow | Board Member | Late | 10:04 AM |
| Thomas Smith | Board Member | Present | |
| Deborah Allan | Chairman | Present |
2. Approval of Minutes: July 11, 2018
Chair Allan announced Bldg. Mgmt. Exec. Dir Biggs last meeting today, thanked him for all of his time, and hard work all these years to the County.
RESULT: APPROVED WITH VOICE VOTE [UNANIMOUS]
MOVER: Ron Ford, Board Member
SECONDER: Drew Frasz, Board Member
AYES: Ron Ford, Drew Frasz, Rebecca Gillam, Douglas Scheflow, Thomas Smith, Deborah Allan
ABSENT: Bill Lenert
3. Finance Report
Monthly financial reports were included in the agenda packet. Finance staff Waggoner reported the FY18 expenditures have been reviewed and there are no concerns at this time.
4. Public Comment
None
5. Facilities Management
A. Capital Project Updates
Referencing a handout, Bldg. Mgmt. Exec Dir. Biggs provided an update on the Capital Projects noting they will need to make a budget adjustment prior to November for the Architectural programming project. He discussed the Energy Efficiency programs, HVAC replacements, and the sidewalk repairs. Biggs mentioned four heat exchangers will need to be replaced due to rust causing deterioration on the water boilers.
Lauzen asked if the chemistry of the city water was causing the deterioration of the water boilers and if so, he suggested the St. Charles representatives should discuss this cost with the city of St. Charles and work together. Biggs mentioned the JC parking lot is complete and the message sign for the Government Building is in final review with the city of Geneva. He provided an update on the vehicles for the State’s Attorney Office and Court Services. (Sanchez arrives @ 10:24am)
ITD Exec. Dir. Fahnestock stated they had one purchase from their capital funds this month of $85,000 for added memory to their serves under computer equipment.
B. Cordogan & Clark Presentation - Potential Kane County Property Usage
Referencing a handout and presentation not included in the agenda packet, Brian Kronewitter from Cordogan Clark Architects discussed project objectives, Fabyan campus re-development, and consolidation options including Route 38 and Peck Rd. He covered the preliminary project budgets, timeline, and proposed an RFQ. Kronewitter provided details of designated spaces for a Coroner's office, OEM, Sheriff storage, and other priorities. (Lenert arrives @ 10:19 am). Considerable discussion regarding all the different options from the presentation including the possibility of selling the Fabyan campus. There was a consensus amongst the committee to move forward with an RFP to get an appraisal of the Fabyan campus. (Sanchez leaves @ 10:48 am)(Gillam leaves @ 11:24 am)
Exec. Dir. Biggs presented the following resolution:
C. Resolution: Authorizing a Contract Extension for Kane County Carpet Replacement
This authorizes a 1-year contract extension with Family Flooring America to provide carpet replacement services (carpet, labor & material) at a per square foot rate of $5.69.
RESULT: MOVED FORWARD WITH VOICE VOTE [UNANIMOUS] Next: 8/29/2018 9:00 AM
TO: Finance and Budget Committee
MOVER: Drew Frasz, Board Member
SECONDER: Ron Ford, Board Member
AYES: Ron Ford, Drew Frasz, Bill Lenert, Douglas Scheflow, Thomas Smith, Deborah Allan
ABSENT: Rebecca Gillam
D. Approval of Facilities Usage Request
None
6. Information Technology
Exec. Dir. Fahnestock presented the following resolution:
A. Resolution: Authorizing a Contract for Purchase of Compatible Server memory
This authorizes a contract for compatible server memory with Hypertec, USA, the lowest most responsible bidder or vendor under a State contract, in an amount not to exceed $85,000. (Scheflow leaves @ 11:37am)
RESULT: MOVED FORWARD WITH VOICE VOTE [UNANIMOUS] Next: 8/29/2018 9:00 AM
TO: Finance and Budget Committee
MOVER: Ron Ford, Board Member
SECONDER: Drew Frasz, Board Member
AYES: Ron Ford, Drew Frasz, Bill Lenert, Douglas Scheflow, Thomas Smith, Deborah Allan
ABSENT: Rebecca Gillam
7. Mill Creek SSA
Exec. Dir. Biggs presented the following five resolutions:
A. Resolution: Authorizing a Contract for FY2018 Mill Creek SSA Asphalt Resurfacing
This authorizes a contract for the Mill Creek SSA Asphalt Resurfacing Project in conjunction with BlackBerry Township and KDOT for a total base bid of $144,726.00. In addition, a 10% project contingency of $14,472.60, for a total project cost of $159,199.00.
RESULT: MOVED FORWARD WITH VOICE VOTE [UNANIMOUS] Next: 8/29/2018 9:00 AM
TO: Finance and Budget Committee
MOVER: Drew Frasz, Board Member
SECONDER: Ron Ford, Board Member
AYES: Ron Ford, Drew Frasz, Bill Lenert, Thomas Smith, Deborah Allan
ABSENT: Rebecca Gillam, Douglas Scheflow
B. Resolution: Authorizing a Contract for Mill Creek ADA Sidewalks Improvement Project
This authorizes a contract for Mill Creek SSA, ADA Sidewalk Improvements to Lorusso Cement Contractors $21,626.48, for for the a total bid project amount cost of $216,264.80. of $237,892.
In addition, a 10% project contingency of
RESULT: MOVED FORWARD WITH VOICE VOTE [UNANIMOUS] Next: 8/29/2018 9:00 AM
TO: Finance and Budget Committee
MOVER: Drew Frasz, Board Member
SECONDER: Ron Ford, Board Member
AYES: Ron Ford, Drew Frasz, Bill Lenert, Thomas Smith, Deborah Allan
ABSENT: Rebecca Gillam, Douglas Scheflow
C. Resolution: Mill Creek Tree and Stump Removal Services Contract Extension
This authorizes a 1-year contract extension with Pessina Tree Service to provide tree and stump removal services at a cost of $16,500.00.
RESULT: MOVED FORWARD WITH VOICE VOTE [UNANIMOUS] Next: 8/29/2018 9:00 AM
TO: Finance and Budget Committee
MOVER: Drew Frasz, Board Member
SECONDER: Bill Lenert, Vice Chairman
AYES: Ron Ford, Drew Frasz, Bill Lenert, Thomas Smith, Deborah Allan
ABSENT: Rebecca Gillam, Douglas Scheflow
D. Resolution: Mill Creek Parkway Tree Installation Services Contract Extension
This authorizes a 1-year contract extension with Brancato Landscaping to provide parkway tree installation services at a cost of $34,000.
RESULT: MOVED FORWARD WITH VOICE VOTE [UNANIMOUS] Next: 8/29/2018 9:00 AM
TO: Finance and Budget Committee
MOVER: Drew Frasz, Board Member
SECONDER: Bill Lenert, Vice Chairman
AYES: Ron Ford, Drew Frasz, Bill Lenert, Thomas Smith, Deborah Allan
ABSENT: Rebecca Gillam, Douglas Scheflow
E. Resolution: Mill Creek Holiday Lights Service Contract Extension
This authorizes a 1-year contract extension with Santa’s Helpers, Inc to provide holiday light services at a cost of $9,152.00.
RESULT: MOVED FORWARD WITH VOICE VOTE [UNANIMOUS] Next: 8/29/2018 9:00 AM
TO: Finance and Budget Committee
MOVER: Drew Frasz, Board Member
SECONDER: Bill Lenert, Vice Chairman
AYES: Ron Ford, Drew Frasz, Bill Lenert, Thomas Smith, Deborah Allan
ABSENT: Rebecca Gillam, Douglas Scheflow
8. New Business
A. Resolution: Authorizing a Lease Agreement with Batavia Enterprises Inc. to Provide Office Space for the Office of Community Reinvestment and the Comprehensive One-Stop Center
This authorizes a lease agreement with Batavia Enterprises Inc. for office space located at 143 First Street in Batavia, Illinois, for the Office of Community Reinvestment (OCR) and the Comprehensive One-Stop Center, known as an Illinois workNet Center.
RESULT: MOVED FORWARD WITH VOICE VOTE [UNANIMOUS] Next: 9/5/2018 9:00 AM
TO: Executive Committee
MOVER: Ron Ford, Board Member
SECONDER: Drew Frasz, Board Member
AYES: Ron Ford, Drew Frasz, Bill Lenert, Thomas Smith, Deborah Allan
ABSENT: Rebecca Gillam, Douglas Scheflow
9. Vehicles (If Needed)
A. Authorizing Replacement of Two Vehicles for State's Attorney's Office
This authorizes the State’s Attorney Office to purchase two (2) vehicles from Suburban Purchasing Cooperative for $24,267 each. KDOT has evaluated the existing vehicle and determined it qualifies for replacement. The two vehicles will be purchased with FY18 Capital Funds.
RESULT: APPROVED BY VOICE VOTE [UNANIMOUS]
MOVER: Ron Ford, Board Member
SECONDER: Bill Lenert, Vice Chairman
AYES: Ron Ford, Drew Frasz, Bill Lenert, Thomas Smith, Deborah Allan
ABSENT: Rebecca Gillam, Douglas Scheflow
B. Authorizing Replacement of Vehicle (2005 Chevy Cavalier) for Court Services
This authorizes Court Services to purchase of a 2018 AWD Utility Police Interceptor sport utility vehicle from the State Contract List for $28,490. KDOT has evaluated the existing vehicle and determined it qualifies for replacement. The vehicle will be purchased with FY18 Capital Funds.
RESULT: APPROVED BY VOICE VOTE [UNANIMOUS]
MOVER: Drew Frasz, Board Member
SECONDER: Ron Ford, Board Member
AYES: Ron Ford, Drew Frasz, Bill Lenert, Thomas Smith, Deborah Allan
ABSENT: Rebecca Gillam, Douglas Scheflow
C. Authorizing Replacement of Vehicle (2004 GMC Van) for Court Services
This authorizes Court Services to purchase of a 2018 AWD Utility Police Interceptor sport utility vehicle from the State Contract List for $28,490. KDOT has evaluated the existing vehicle and determined it qualifies for replacement. The vehicle will be purchased with FY18 Capital Funds.
RESULT: APPROVED BY VOICE VOTE [UNANIMOUS]
MOVER: Drew Frasz, Board Member
SECONDER: Ron Ford, Board Member
AYES: Ron Ford, Drew Frasz, Bill Lenert, Thomas Smith, Deborah Allan
ABSENT: Rebecca Gillam, Douglas Scheflow
10. Old Business
None
11. Reports Placed On File
RESULT: PLACE WRITTEN REPORTS ON FILE [UNANIMOUS]
MOVER: Bill Lenert, Vice Chairman
SECONDER: Ron Ford, Board Member
AYES: Ron Ford, Drew Frasz, Bill Lenert, Thomas Smith, Deborah Allan
ABSENT: Rebecca Gillam, Douglas Scheflow
12. Executive Session
The Administration Committee moved into Executive session at 11:52 a.m. to discuss personnel.
RESULT: APPROVED WITH VOICE VOTE [UNANIMOUS]
MOVER: Drew Frasz, Board Member
SECONDER: Ron Ford, Board Member
AYES: Ron Ford, Drew Frasz, Bill Lenert, Thomas Smith, Deborah Allan
ABSENT: Rebecca Gillam, Douglas Scheflow
The Administration Committee returned to open session at 12:15 p.m.
13. Adjournment
RESULT: ADJOURNED BY VOICE VOTE [UNANIMOUS]
MOVER: Thomas Smith, Board Member
SECONDER: Drew Frasz, Board Member
AYES: Ron Ford, Drew Frasz, Bill Lenert, Thomas Smith, Deborah Allan
ABSENT: Rebecca Gillam, Douglas Scheflow
This meeting was adjourned at 12:15 PM.
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