Kane County Administration Committee met December 12

by Angelica Saylo Pilo | Feb 6, 2019

Kane County Administration Committee met Dec. 12.

Here is the minutes provided by the committee:

1. Call to Order

Chairman Allan called the meeting to order at 10:04 a.m.

Title

Status

Deborah Allan

Chairman

Present

Tom Koppie

Vice Chairman

Absent

Drew Frasz

Board Member

Present

Mark Davoust

Board Member

Present

Chris Kious

Board Member

Present

Bill Lenert

Board Member

Present

John Martin

Board Member

Present

Also present: Co. Bd. members Barreiro, Sanchez, Weber and staff Nagel; Finance staff Dobersztyn & Waggoner; Exec. Dir. Bldg. Mgmt. Sparks; Audit staff Oscarson; ITD Exec. Dir. Fahnestock & staff Garza, Lasky, Nicoski, Peters; and members of the public.

2. Approval of Minutes: November 14, 2018

RESULT: APPROVED WITH VOICE VOTE [UNANIMOUS]

MOVER: Bill Lenert, Board Member

SECONDER: Drew Frasz, Board Member

AYES: Deborah Allan, Mark Davoust, Drew Frasz, Chris Kious, Bill Lenert, John Martin

ABSENT: Tom Koppie

3. Finance Report

Monthly financial reports were included in the agenda packet. Finance staff Waggoner reported the FY2018 reports are in draft form, the utility appropriation differences are under revision. A budget adjustment in the General Fund for Building Management will be considered next month.

4. Public Comment

None

5. Facilities Management

A. Approval of Facilities Usage Request (If Needed) None

B. Capital Projects Update

Referencing a spreadsheet handout not included in the agenda packet, Bldg. Mgmt. Exec. Dir. Sparks provided information on the Capital Projects. The report will be updated with final appropriations for FY2018 by the end of the month. Sparks presented the following resolutions:

C. Resolution: Authorizing a Contract for Kane County Janitorial Services

This authorizes a contract with Perfect Cleaning Services Corporation for Janitorial Services for a two-year period for Parts 1, 2, & 3 at an annual cost of $573,014.00.

RESULT: MOVED FORWARD WITH VOICE VOTE [UNANIMOUS] Next: 1/2/2019 9:00 AM

TO: Executive Committee

MOVER: Drew Frasz, Board Member

SECONDER: Mark Davoust, Board Member

AYES: Deborah Allan, Mark Davoust, Drew Frasz, Chris Kious, Bill Lenert, John Martin

ABSENT: Tom Koppie

D. Resolution: Amending the FY2019 Miscellaneous Capital Budget (Building Management Vehicle Replacement)

This amends the FY2019 Building Management Vehicle Replacement fund portion of the Capital Budget. The adjustment made will reflect the rollover of funds from FY2018 to FY2019.

RESULT: MOVED FORWARD WITH VOICE VOTE [UNANIMOUS] Next: 1/2/2019 9:00 AM

TO: Executive Committee

MOVER: Bill Lenert, Board Member

SECONDER: Mark Davoust, Board Member

AYES: Deborah Allan, Mark Davoust, Drew Frasz, Chris Kious, Bill Lenert, John Martin

ABSENT: Tom Koppie

6. Information Technology

A. Resolution: Authorizing Approval of 2019 Aerial Orthoimagery

This authorizes a contract with Ayres Associates Inc. to expend funds for the acquisition of 2019 Aerials in an amount not to exceed $78,500.00.

RESULT: MOVED FORWARD WITH VOICE VOTE [UNANIMOUS] Next: 1/2/2019 9:00 AM

TO: Executive Committee

MOVER: Drew Frasz, Board Member

SECONDER: John Martin, Board Member

AYES: Deborah Allan, Mark Davoust, Drew Frasz, Chris Kious, Bill Lenert, John Martin

ABSENT: Tom Koppie

7. Mill Creek SSA

Sparks presented the following resolutions:

A. Resolution: Amending the FY2019 Mill Creek SSA Budget (ADA Sidewalk Improvements Project)

This authorizes funds for the ADA Sidewalk Project to be rolled over from the FY2018 Mill Creek Repairs - Maintenance and Grounds to the FY2019 Mill Creek Repairs - Maintenance and Grounds.

RESULT: MOVED FORWARD WITH VOICE VOTE [UNANIMOUS] Next: 1/2/2019 9:00 AM

TO: Executive Committee

MOVER: John Martin, Board Member

SECONDER: Drew Frasz, Board Member

AYES: Deborah Allan, Mark Davoust, Drew Frasz, Chris Kious, Bill Lenert, John Martin

ABSENT: Tom Koppie

B. Resolution: Amending the FY2019 Mill Creek SSA Budget (Civil Engineering Services)

This authorizes funds for the sidewalk improvement project to be rolled over from the FY2018 Mill Creek Miscellaneous Contractual Expense Fund to the FY2019 Mill Creek Miscellaneous Contractual Expense Fund.

RESULT: MOVED FORWARD WITH VOICE VOTE [UNANIMOUS] Next: 1/2/2019 9:00 AM

TO: Executive Committee

MOVER: Drew Frasz, Board Member

SECONDER: Bill Lenert, Board Member

AYES: Deborah Allan, Mark Davoust, Drew Frasz, Chris Kious, Bill Lenert, John Martin

ABSENT: Tom Koppie

8. New Business

ITD Dir. Fahnestock provided a copy of an amended ordinance for discussion. The request is to add a provision procedure for the IT Department to purchase items that are not suitable for competitive bid with multiple vendors. The state statute has a provision for this type of situation, but it does not appear in the ordinance. This amendment will eliminate confusion with other vendors.

9. Vehicles (If Needed)

None

10. Old Business

Referencing handouts not included in the agenda packet, Chair Allan opened discussion for the Request for Qualifications (RFQ) of the Fabyan Pkwy campus re-development project for the new Committee Board members. Discussion of the Coroner's office as an urgent matter and a pursuit for site development continued. Purchasing Dir. Dobersztyn further explained that Cordogan and Clark drafted the RFQ. It was released on October 24, 2018. The deadline for questions was set for January 8, 2019 and the closing scheduled date is January 16. Further conversation continued.

11. Reports Placed On File

RESULT: PLACE WRITTEN REPORTS ON FILE [UNANIMOUS]

MOVER: Mark Davoust, Board Member

SECONDER: Bill Lenert, Board Member

AYES: Deborah Allan, Mark Davoust, Drew Frasz, Chris Kious, Bill Lenert, John Martin

ABSENT: Tom Koppie

12. Executive Session (If Needed)

None

13. Adjournment

RESULT: ADJOURNED BY VOICE VOTE [UNANIMOUS]

MOVER: Drew Frasz, Board Member

SECONDER: Chris Kious, Board Member