Kane County Human Services Committee met Nov. 10.
Here are the minutes provided by the committee:
1. Call to Order
Chairman Surges called the meeting to order at 9:00 a.m.
| Attendee Name | Organization | Title | Status | Arrived |
| Clifford Surges | Kane County | Chairman | Present | |
| Anita Lewis | Kane County | Vice Chair | Present | |
| Deborah Allan | Kane County | Board Member | Late | 9:03 AM |
| Mavis Bates | Kane County | Board Member | Present | |
| Mark Davoust | Kane County | Board Member | Present | |
| Mo Iqbal | Kane County | Board Member | Present | |
| Michael Kenyon | Kane County | Board Member | Present | |
| Corinne M. Pierog | Kane County | Ex-Officio County Board Chair | Late | 9:06 AM |
| Kenneth C. Shepro | Kane County | Ex-Officio County Board Vice Chair | Present |
2. Approval of Minutes: October 13, 2021
Ex-Officio Shepro requested unanimous consent.
| RESULT: APPROVED BY UNANIMOUS CONSENT
AYES: Clifford Surges, Anita Lewis, Mavis Bates, Mark Davoust, Mo Iqbal, Michael Kenyon, Kenneth C. Shepro |
Bob McQuillan, resident of Batavia, spoke on the current Tuition Reimbursement Policy and the upcoming revisions. He stated concerns regarding the current Tuition Reimbursement Policy. McQuillan felt that the program had been abused with the usage of $58K for college courses from IT. He stated his belief that the money was misused and requested that it be returned to the taxpayers. McQuillan referred to the Employee Handbook and spoke on specific policies. Chairman Surges thanked Mr. McQuillan for speaking at this meeting. He stated the goal was to revise the policy so that any ambiguity within the policy be removed. Surges spoke on the differences between Tuition Reimbursement and Continuing Education. McQuillan asked questions of the Committee. Shepro stated that he and Mr. McQuillan could discuss the issue further after this meeting. Madam Chairman Pierog addressed Mr. McQuillan and provided her email address for further correspondence.
4. Monthly Financial Reports
A. October Monthly Reports
The monthly financials were attached to the agenda. Shepro requested unanimous consent to place the reports on file.
5. Veteran's Assistance Commission
A. Monthly Report
VAC Supt. Zimmerman provided the September report. He explained that days pending for disability and pension claims have been trending faster for Kane County than the average claim. Zimmerman stated that 14,308 claims were pending throughout the State of Illinois, 191 of which were from Kane
County. He discussed the increase in workload per staff member due to the high number of claims pending. Zimmerman listed that 42 disability claims, two pension claims, one dependency indemnity compensation, two survivors pension, five applications for healthcare and three appeal claims were filed for a total of 237 forms completed in the month of September. He stated that $178K in new benefits were awarded for the month. Zimmerman noted that $3.5M in new benefits were awarded in FY21, in Kane County. Chairman Surges mentioned a Facebook organization that started a push-up challenge consisting of 22 push-ups a day for the month of November for Veteran’s Suicide Prevention. Bates acknowledged Veteran’s Day on November 11, 2021 and thanked Veteran’s for peace and freedom. Gumz stated that it was also the Marine Corps birthday.
6. Department of Human Resource Management
Chairman Surges introduced Rich Ryan, who provided the insurance information update. Surges stated that insurance renewals are only good for a limited period. He explained that the insurance renewal date had been set for December 1, 2021. Surges discussed the renewal process and the importance of not having a lapse in insurance. Ryan provided the latest update, which was handed out to the Committee. He discussed the negotiation process to obtain the best quote. Ryan explained the major complication was that the primary insurance carrier, Trident, left the public entity. He stated that a replacement carrier was found with Safety National. Referring to the handout, Ryan detailed insurance programs and listed the most competitive groups. He stated that Kane County will have $25M of insurance coverage, per occurrence. Ryan further discussed coverage, which did not include cyber liability. He explained this delay is due to changes in the deductible structure in the insurance market. Surges acknowledged that the changes to cyber insurance is not specific to Kane County, but industrywide. He explained that corporations have moved to multifaceted authentication. Ryan announced a 400% increase in cyber claims activity for Ransomware attacks since the beginning of Covid. He explained that pricing and deductibles have increased to $1M in cyber liability. Ryan stated that a soft bind will be in place pending final authorization at the December County Board meeting. He explained that a 30-day window will be in place for payment, which is due at the end of December. Madam Chairman affirmed that authorization of the soft bind may take place at the Special County Board meeting on November 30, 2021 and final authorization will be given at the December County Board meeting. Much discussion on requirements, finalization, and compliance ensued. Ryan answered several questions from the Committee.
A. Monthly BCBS/MERP Graph
Interim HR Exec. Dir. Lobrillo provided the BCBS invoice. She noted that it was trending a little above average, but within tolerance. Lobrillo discussed the health insurance. She explained that Covid had added extra costs when estimating health insurance amounts and additional costs. Lobrillo presented the BCBS/MERP graph. Chair Surges noted that Open Enrollment had just ended. Two employees sought enrollment after the closing date and the State’s Attorney’s Office was reviewing the eligibility.
B. Monthly Assured Partners Report
Interim HR Exec. Dir. Lobrillo provided the report. She stated there had been a six-month extension, in order to get back to a calendar year renewal plan. She stated a new contract will start January 1, 2022.
C. Monthly Workers Comp Reports
Interim HR Exec. Dir. Lobrillo provided the Workers Compensation reports and Liability Insurance reports. She stated a decrease in both claims. Lobrillo explained that work has been done to settle the older claims. She answered questions from the Committee.
D. Monthly Applicants and Staff Changes
Interim HR Exec. Dir. Lobrillo provided the monthly applicants and new hire report.
E. Exit Interviews & Turnover
Interim HR Exec. Dir. Lobrillo stated that in the past the committee had requested additional information on exit interviews. She presented a draft exit-interview form that would be sent to employees when they announce their resignation. Lobrillo stated the form would better track reasons that employees resign. She explained that retirees were reported separately, but will be added to the quarterly report. Lobrillo noted that the form was new and it will be suggested to send out to departments to collect more information. Discussion ensued regarding online options for the survey. Gumz thanked Lobrillo for creating the exit interview form. Surges agreed that the information received from the form would enhance future decisions. Lobrillo provided the annual turnover and termination report.
7. Compliance
A. Monthly Training Reports
Interim HR Exec. Dir. Lobrillo announced that 70 people needed to complete the Sexual Harassment training. She noted that the County Board had 11 people that needed to finish the training module. She stated that emails would go to those employees that had not returned the signed Sexual Harassment training form.
8. Old Business
A. Ethics Update
ASA Coyle provided a brief update on the Ethics Ordinance. He stated that he drafted a Lobby Registration Ordinance to accompany the new Act, which will take effect in January of 2022. Coyle stated the draft would be reviewed before distribution to the Committee.
B. Interim Health - Health Department Analysis
Interim HR Exec. Dir. Lobrillo introduced Pat Fera, who provided the summary of the Health Department analysis. She reiterated the intent of this project and the information that will be provided once the analysis is completed. Fera reported that 52 interviews have been completed with the Health Department staff at all levels. She spoke to the dedication and positivity of the staff. Fera explained that specific comments would be confidential. She provided feedback from the staff on skill set, attributes, and qualities they would like in the new Health Department Executive Director. Fera stated that staff found it important that the new Director have a medical or clinical background. She stated that the final report will be provided at the next Human Services meeting. Fera answered questions from the Committee.
C. Tuition Reimbursement
Chair Surges spoke on differences between Tuition Reimbursement and Continuing Education. Interim HR Exec. Dir. explained the separation of the Tuition Reimbursement Policy from Qualifying Work Related Education as referenced in the IRS publication 970 chapter 12. She detailed the requirements that differentiate the two policies and provided examples. Lobrillo proposed the usage of the IRS guidelines, which clearly separate the two programs, and incorporate them into the policy update. Lobrillo stated that the policy changes would need to be vetted by the State’s Attorney before it would be brought to the County Board for approval. Chairman Surges requested feedback from the Committee members, who showed support of the separation of the policies. Auditor Wegman stated that she had made some suggestions regarding this policy. She explained that the separation between elected officials and County Board Members had not been addressed by this policy. Wegman stated that since elected officials have internal control, different abilities within the offices exist. She noted that any policy changes to the handbook would only effect those employees covered by the County Board and is only a suggestion to elected officials. Wegman answered questions from the Committee. Lobrillo made clarifications regarding policies that are offered by the County, which can be adopted or declined by elected officials. Much discussion on policies and internal control ensued.
D. Business Analysis Update
Interim HR Exec. Dir. Lobrillo provided a brief update. She explained that organizational charts were received from all of the departments and that job descriptions were being reviewed. Lobrillo stated that Kane County had 500 unique job descriptions. She noted that two departments would not be participating in the analysis, the Recorder’s Office and the ROE. Lobrillo answered questions from the committee regarding the two departments that have opted out of the analysis.
9. New Business
A. Discussion: Use of Budgetary Savings from Vacancies
Interim HR Exec. Dir. Lobrillo discussed the draft resolution “Amending Kane County Financial Policies to Clarify Use of Budgetary Savings Resulting from Vacancies”. She explained how extra money created from vacancies can and cannot be used. Fin. Exec. Dir. Onzick specified that the savings created due to a vacancy could be used to pay staff overtime or for coverage of the extra responsibilities until the vacancy is filled. He noted that these adjustments could be made within the budget, but that such savings could not be used to raise the yearly salaries. Much discussion ensued. Onzick answered questions from the committee. Lobrillo stated that the information from the business analysis would help set the specifications of the final resolution.
B. Interim Human Resources
Chair Surges discussed the changes within the Human Resources Department. He acknowledged that Lobrillo had filled the Interim Director position. Surges explained that the appropriate time had come to interview for the permanent Director position. He noted that Lobrillo showed interest in the position. Surges discussed the interview process and timeline. Madam Chairman Pierog stated that
the job description would be reviewed and posted to the website. She recommended convening a small committee for the interview process. Surges showed much appreciation to Lobrillo and acknowledged her professionalism.
10. Reports Placed On File
Kenyon requested unanimous consent to place the reports on file.
| RESULT: APPROVED BY UNANIMOUS CONSENT
AYES: Clifford Surges, Anita Lewis, Deborah Allan, Mavis Bates, Mark Davoust, Mo Iqbal, Michael Kenyon |
12. Adjournment
| RESULT: APPROVED WITH VOICE VOTE [UNANIMOUS]
MOVER: Michael Kenyon, Board Member SECONDER: Mavis Bates, Board Member AYES: Clifford Surges, Anita Lewis, Deborah Allan, Mavis Bates, Mark Davoust, Mo Iqbal, Michael Kenyon, Corinne M. Pierog, Kenneth C. Shepro |
http://kanecountyil.iqm2.com/Citizens/FileOpen.aspx?Type=12&ID=3133&Inline=True
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