Kane County Human Services Committee met March 9.
Here are the minutes provided by the committee:
1. Call to Order
Chairman Surges called the meeting to order at 9:01 a.m.
| Attendee Name | Organization | Title | Status | Arrived |
| Clifford Surges | Kane County | Chairman | Present | |
| Anita Lewis | Kane County | Vice Chair | Remote | |
| Deborah Allan | Kane County | Board Member | Late | 9:12 AM |
| Mavis Bates | Kane County | Board Member | Remote | |
| Mark Davoust | Kane County | Board Member | Remote | |
| Mo Iqbal | Kane County | Board Member | Remote | |
| Michael Kenyon | Kane County | Board Member | Present | |
| Corinne M. Pierog | Kane County | Ex-Officio County Board Chair | Late | |
| Kenneth C. Shepro | Kane County | Ex-Officio County Board Vice Chair | Absent |
2. Approval of Minutes: January 12, 2022; January 26, 2022; and February 9, 2022
| RESULT: APPROVED BY ROLL CALL 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 |
None.
4. Monthly Financial Reports
A. February Monthly Reports
Chair Surges stated that the Financial Reports were attached for review.
5. Veteran's Assistance Commission
A. Monthly Report
VAC Supt. Zimmerman was not present. Chair Surges stated that the reports were on file. He explained that the Veteran’s Assistance Commission would no longer report to this Committee. They will begin reporting to the Public Service Committee. He noted that pending legislation might not require the VAC to report to the County in the future.
6. Department of Human Resource Management
A. Monthly Blue Cross/Blue Shield Invoice
Exec. Dir. Lobrillo stated that the format for Blue Cross and Blue Shield’s invoice had changed. She explained the changes noting that it would include more details.
B. Monthly BCBS/MERP Graph
HR Exec. Dir. Lobrillo explained that an employee from the Coroner’s Office had requested to enroll into MERP outside of the enrollment guidelines, which was declined. She discussed that the employee filed a union grievance and was awaiting a response. Lobrillo stated that there may be future updates to the MERP plan, but that no action would be taken until this item is resolved. She noted the importance of consistency throughout Kane County.
C. Monthly Assured Partners Report
HR Exec. Dir. Lobrillo explained that the formatting change had caused a glitch in the Global Financial Tracker. She stated that the issue had been resolved and provided the correct figures for January. The reserve was strong and will continue to be monitored.
D. Monthly Applicants and Staff Changes
HR Exec. Dir. Lobrillo provided the monthly report and discussed open positions. She mentioned an increase in the number of applicants noting a lack in experience. Surges discussed several challenges with hiring employees due to new demands, such as working remotely and wages. Lobrillo explained that applicants have been demanding more, such as, flexibility and higher pay. She answered questions from the Committee regarding options for different positions and decisions that can be made by specific department heads. Lobrillo discussed additional costs and considerations for remote work situations. Surges indicated that remote work does not necessarily provide a substantial savings. Much discussion ensued.
E. Monthly Workers Comp Reports
HR Exec. Dir. Lobrillo stated that the Workers Comp report was within tolerance.
7. Compliance
1. Monthly Training Report
HR Exec. Dir. Lobrillo reported that the Sexual Harassment training was going very well. She noted that two-thirds of Kane County employees had completed the Training.
8. Old Business
None.
9. New Business
Chair Surges stated that regulations or policies on nepotism may need to be addressed. He and HR Exec. Dir. Lobrillo will be discussing this at a future meeting. He spoke on combining the business study, wage study, and unfunded mandate study into one condensed Master Plan in an effort to save time and money. Lobrillo stated that more information will be gathered and brought back to the committee. Surges indicated that Payroll used to report to Human Services and not Finance. He affirmed that Payroll should move back under the Human Services Committee as a form of checks and balances. He stated that after the Human Services Committee the reports would move to Finance. Allan showed support of the committee and staff working together. Surges explained that a model of best practices will be forthcoming.
A. Resolution: Authorizing Contract for Health Insurance Broker/Consultant
| RESULT: MOVED FORWARD WITH ROLLCALL VOTE [UNANIMOUS] Next: 3/23/2022 9:00 AM
TO: Finance and Budget Committee MOVER: Mark Davoust, Board Member SECONDER: Deborah Allan, Board Member AYES: Clifford Surges, Anita Lewis, Deborah Allan, Mavis Bates, Mark Davoust, Mo Iqbal, Michael Kenyon |
HR Exec. Dir. Lobrillo discussed vacation extension allowances that have been due to Covid. She explained changes to the existing policy and the flexibility allotted to department heads. Lobrillo spoke on the financial liability of Kane County pertaining to large banks of outstanding vacation time. She provided the example of the value of current outstanding regular enrolled vacation time, which was worth $3.4M. Lobrillo recommended the allowance of department heads, if needed, to rollover half of an employee’s annual vacation up to six months. Chair Surges noted an inconsistency between departments on the way vacation was addressed. He stated the importance of consistency and compliance. Surges explained that during discussions with existing employees, he was shocked to learn, that several employees do not feel like vacation time can be utilized due to pressures from the County. He described several benefits of vacation time that all employees need. Lobrillo agreed. She discussed the work that will be done to ensure departments have the necessary backup and training in place so that employees feel comfortable taking the time off that they have earned. Lobrillo stated that this policy would not affect departments with internal control or union contracted employees. Discussion ensued on which departments were covered by the County Board policies and which have internal control. Departments with internal control have the option to adopt policies within the Kane County Handbook or to adopt their own. Lobrillo reiterated the terms of the new policy, which would allow an employee to carry over half of their earned vacation time for up to six months after the expiration date. Lobrillo detailed the current policy and accrual information and the changes that would be made with this resolution. Many committee members spoke on the necessity of vacation time and some factors that keep employees from taking the much-needed time. Lobrillo answered several questions from the Committee. Much discussion ensued regarding vacation policy changes. Iqbal discussed a clause within the policy regarding vacation forfeiture. He indicated that the State of Illinois does not allow such forfeiture and requested further clarification on the statute. Chair Surges requested to move this forward while further data is collected for review at the Executive Committee.
| RESULT: MOVED FORWARD WITH ROLLCALL VOTE [UNANIMOUS] Next: 3/23/2022 9:00 AM
TO: Executive Committee MOVER: Mavis Bates, Board Member SECONDER: Anita Lewis, Vice Chair AYES: Clifford Surges, Anita Lewis, Deborah Allan, Mavis Bates, Mark Davoust, Mo Iqbal, Michael Kenyon |
HR Exec. Dir. Lobrillo explained that County Code 2-48, which outlines the roles of the standing committees and addresses issues regarding department heads, was being updated. She discussed the request from the Executive Committee for each committee to review their own charter and send recommendations to Human Services to work on compiling a draft. Lobrillo noted that the supervision of department heads would be addressed. She provided a discussion on the disciplinary guidelines from the Kane County Handbook and indicated that a section would need to be added pertaining to department heads. Lobrillo stated that Member Iqbal’s recommended version was included in the packet for the committee to review. The revision is meant to clarify any ambiguity on who to report to.
Chair Surges requested that the attached version be reviewed in preparation for later discussion. He thanked Iqbal for the input and potential changes. Madam Chairman Pierog explained that the Kane County Chair is responsible for hiring department heads and, therefore, the department heads would need to report to the Chairman of Kane County. She stated that department heads should report to the Committee Chair and the Chairman of the Board through a collaborative process. Iqbal explained that several answers to the committee’s questions could be found in his comments in the attached version. Much discussion occurred regarding potential changes. Surges requested review and feedback from the committee in the next 10 days. Member Lewis stated that some departments may need more time.
D. Discipline Policy
HR Exec. Dir. Lobrillo stated that the previous director had edited the discipline policy for department heads and how it pertains to the County Code. She explained specific language will need to be added to the Code. Lobrillo offered to review and update the whole policy. She requested direction from the committee. She spoke on the changes that were made to the original policy and described changes that she will make to the current policy.
E. Retirement Incentives
Chair Surges indicated that Sheriff Hain started a program within his department that included early retirement incentives. He inquired on opportunities that may exist throughout Kane County such as, savings and whether employees would have interest. Lobrillo provided two options when considering retirement incentives. The first, would be giving people who are already eligible for retirement an incentive to retire. She detailed a second option, would be an early retirement incentive program through IRMF, which could include a cost to the County. She stated this option would enable employees who may not be old enough or have enough service credit to retire earlier than if this option was not offered. Lobrillo discussed scenarios where a retirement incentive plan would create a savings to the County. Surges listed areas of concern for this committee including the budget crisis, vacation time, early retirement, and insurance plans. Further discussion ensued.
10. Reports Placed On File
| RESULT: APPROVED BY ROLL CALL VOTE [UNANIMOUS]
MOVER: Michael Kenyon, Board Member SECONDER: Deborah Allan, Board Member AYES: Clifford Surges, Deborah Allan, Mavis Bates, Mark Davoust, Mo Iqbal, Michael Kenyon ABSENT: Kenneth C. Shepro, Anita Lewis |
12. Adjournment
| RESULT: APPROVED BY ROLL CALL VOTE [UNANIMOUS]
MOVER: Michael Kenyon, Board Member SECONDER: Mark Davoust, Board Member AYES: Clifford Surges, Deborah Allan, Mavis Bates, Mark Davoust, Mo Iqbal, Michael Kenyon ABSENT: Kenneth C. Shepro, Anita Lewis |
http://kanecountyil.iqm2.com/Citizens/FileOpen.aspx?Type=12&ID=3224&Inline=True
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