MCHENRY COUNTY LAW & JUSTICE AGENDA NOVEMBER 7, Public Meeting County Board Conference Room 8:15 AM

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1 MCHENRY COUNTY LAW & JUSTICE AGENDA NOVEMBER 7, 2016 Public Meeting County Board Conference Room 8:15 AM 667 Ware Rd, Administration Building, Woodstock, IL CALL TO ORDER 2. MINUTES APPROVAL 1. Law & Justice - Public Meeting - Oct 3, :15 AM 3. PUBLIC COMMENT 4. PRESENTATION 5. NEW BUSINESS 1. Resolution Authorizing an Emergency Appropriation in the ETSB Fiscal Year 2016 Budget for the Purchase of a Replacement Vehicle for McHenry County ETSB 2. Resolution Authorizing & Supporting the Annual Renewal of Maintenance and Support with NeverFail for the Emergency Telephone System Board (E-911) Public Safety Software Modules 3. Resolution Authorizing and Supporting the Emergency Telephone System Board (ETSB) Renewal of Firehouse Software Solution Maintenance 4. Resolution Supporting McHenry County's Emergency Telephone Systems Board Contractual Service with AT&T to Provide Telephony Services 5. Resolution Supporting Annual Renewal of Maintenance and Support with TriTech Software Systems for the Emergency Telephone System Board (E-911) Public Safety Software Modules 6. Resolution Supporting McHenry County Emergency Telephone Systems Board Contractual Service with Verizon Wireless to Provide Telephony Services 7. Resolution Authorizing and Supporting the Acceptance of Bid for Maintenance and Support with Motorola for the Emergency Telephone System Board (E-911) Public Safety Enhanced Phone System 8. Resolution Authorizing a Consulting Services Agreement with Integrated Software Specialists, Inc. for Annual Enhancements and Modifications to ijustice Case Management Software 9. Resolution Authorizing an Emergency Appropriation in the Circuit Clerk's Operation & Administration Fund FY Budget for Additional APS E-Citation Forms 10. Resolution Authorizing a Budget Line Item Transfer in the Court Services Fiscal Year 2016 Probation Service Fee Fund Budget to Supplant the Depleted Electronic Monitoring-Drug Testing (EMDT) Fund Cash Reserve 11. Resolution Authorizing an Emergency Appropriation to the Court Services "EMDT Fund" Fiscal Year 2016 Budget McHenry County Page 1 Updated 1/4/2017 9:29 AM

2 Agenda Law & Justice Committee November 7, Resolution Authorizing Option Year I to the Contract with Petroleum Traders of Fort Wayne, IN for Fuel, Oil and Grease Purchases for FY2017 and Appropriating Funds for the Sheriff's Office and Division of Transportation 13. Resolution Accepting the 2016 State Criminal Alien Assistance Program (SCAAP) Award and Budget Adjustment to the Sheriff's Proposed Fiscal Year 2017 Budget 14. Resolution Authorizing a Contract with Secure Mar of Crown Point, IN for the Purchase and Installation of a New Security Screening Station in the Government Center Facility and Budget Line Item Transfers in the Sheriff's FY16 Budget 15. Resolution Authorizing Option Year 3 of the Contract with Reichert Chevrolet for Automotive Parts in Fiscal Year Resolution Authorizing a Contract with Bob Barker Company of Fuquay-Varina, NC for Inmate Textiles and Clothing 6. OLD BUSINESS 7. REPORTS 8. MEMBER COMMENTS / FUTURE TOPICS 9. EXECUTIVE SESSION (AS NECESSARY) 10. ADJOURNMENT McHenry County Page 2 Updated 1/4/2017 9:29 AM

3 MCHENRY COUNTY LAW & JUSTICE MINUTES OCTOBER 3, Public Meeting County Board Conference Room 8:15 AM 667 Ware Rd, Administration Building, Woodstock, IL CALL TO ORDER PRESENT: Thorsen, Draffkorn, Aavang, Gasser, Miller, Walkup (8:17 AM) ABSENT: Jung Jr. Also present: Peter Austin, County Administrator; Ralph Sarbaugh, Associate County Administrator- Finance; Scott Hartman, Deputy County Administrator; Jana Blake Dickson and Norm Vinton, State's Attorney; Sheriff Prim, Sandy Salgado, Chief Devane, Lt. Wienke, and Lt. Carlson; Mary Foley and Dan Wallis, Court Administration; Judge Michael Sullivan; and Matt Verdun, Wold Engineering. 2. MINUTES APPROVAL 1. Law & Justice - Public Meeting - Aug 29, :15 AM RESULT: MOVER: SECONDER: AYES: ABSENT: 3. PUBLIC COMMENT None. 4. PRESENTATION ACCEPTED [UNANIMOUS] Anna May Miller Michele Aavang Thorsen, Draffkorn, Aavang, Gasser, Miller, Walkup Jung Jr. 1. Narcotics Asset Forfeiture Fund Overview Ms. Salgado and Sheriff Prim joined the committee members to provide an overview of the Narcotics Asset Forfeiture Funds that are a part of the Sheriff's Department. Mr. Walkup arrived at 8:17 AM. Sheriff Prim provided information regarding the accounts and rules required for the accounts. The committee members were informed the department has two different forfeiture accounts, that must be maintained separately per Statute. The accounts are reviewed by the Auditor as well as the State and Federal Governments. The State and Federal agencies make sure the department uses the funds as appropriate by law. Minutes Acceptance: Minutes of Oct 3, :15 AM (Minutes Approval) Seizures of property occur as part of a criminal investigation procedure. Once property has been seized, which can include cars, homes and private property, the process for forfeiture begins. The property must be held until the agencies go through the forfeiture process. There are two Forfeiture Acts they must follow, one for the State government, and one for the Federal government. The proceeds from the forfeitures can be used for non-budgeted law enforcement items. For one agency the funds must be used for other narcotic drug enforcement uses. The Federal statute is more broad as their funds can be used for any law enforcement purpose. They McHenry County Page 1 Updated 10/12/2016 9:02 AM Packet Pg. 3

4 Minutes Law & Justice Committee October 3, also need to follow the purchasing ordinance, go out for bid on purchases, present resolutions and get State's Attorney approvals. There is a lengthy process they must follow before the agency is awarded any forfeitures. The department must retain the seized items until they are notified they can get rid of them. They need to have evidence of the seizures in order to go through the seizure process. The Federal government has changed their rules to be more strict, which requires a higher burden of proof and requires the department to be more accountable to the process. Homes can be seized if they can prove the home was used in the commission of a crime. They only seize homes if there are no large liens on the property. It was questioned if the "owners" are allowed to stay in the property, once it has been seized. The committee members were informed that some individuals do stay until the court process is finished. The committee members were provided information on the breakdown for asset sharing for the seizures. Federal government gets 20% off the top and it goes up from there. Each agency must document their involvement because each agency gets an amount based on their level of participation. The committee members were informed the forfeitures help to fund the Sheriff's narcotics unit. If persons can prove the property is legitimately owned, the property is not included as part of a seizure. 5. NEW BUSINESS 1. Recommendation of candidates to the County Board Chairman for the McHenry County Emergency Telephone System Board for terms to expire on Novembe 30, Arthur Weber, Algonquin Police Department 2. Deborah Palmsiano, Crystal Lake Police Department 3. Richard Solarz, Marengo Police Department 4. John Birk, McHenry Police Department 5. Mary Frake, Lake in the Hills Police Department 6. Charles Amati, Woodstock Police Department Minutes Acceptance: Minutes of Oct 3, :15 AM (Minutes Approval) 7. David Christensen, Emergency Management Agency 8. Tyson Bauman, McHenry County Chiefs of Police Association 9. Ken Caudle, McHenry County Fire Chiefs Association 10. James Saletta, Citizen at Large 11. Patrick Finlon, Cary Police Department McHenry County Page 2 Updated 10/12/2016 9:02 AM Packet Pg. 4

5 Minutes Law & Justice Committee October 3, Michael Vest, Harvard Police Department 13. Brian Knop, McHenry County Sheriff's Department 2. Deliberation and selection of 13 candidates for recommendation to the County Board Chairman for the McHenry County Emergency Telephone System Board for terms to expire on November 30, 2019 Mr. Walkup made a motion, seconded by Ms. Miller to recommend the appointments of Arthur Weber, Deborah Palmsiano, Richard Solarz, John Birk, Mary Frake, Charles Amati, David Christensen, Tyson Bauman, Ken Caudle, James Saletta, Patrick Finlon, Michael Vest and Brian Knop to the McHenry County Emergency Telephone System Board with the terms to expire on November 30, The motion carried on a roll call vote of all ayes. 3. Resolution Authorizing a Settlement Agreement Ms. Jana Blake Dickson joined the committee members for presentation of the above resolution. The committee members were reminded this is a settlement on the case as discussed at the County Board meeting. RESULT: MOVER: SECONDER: AYES: ABSENT: RECOMMENDED [UNANIMOUS] Anna May Miller Michael Walkup Thorsen, Draffkorn, Aavang, Gasser, Miller, Walkup Jung Jr. 4. Ordinance Authorizing Amendment to Ordinance No. O Establishing Juror Pay and Mileage Reimbursement Rate Mr. Wallis, Ms. Foley and Judge Sullivan joined the committee for presentation of the above Resolution. The committee members were informed the Illinois Supreme Court found Public Act to be facially unconstitutional on September 22, The previous version of 55 ILCS 5/ (Public Act ) would become the prevailing statute. The previous ordinance only paid jurors $5 per day for their jury service. Staff reviewed the numbers and determined if a citizen is chosen to serve as petit jurors, they should be paid $20 for each day of service. The per diem for grand jurors and coroner jurors shall also be paid $20 for each day of service. All jurors shall also be compensated for round trip mileage at the rate of $.10 per mile. The payment schedule will take effect immediately upon approval by the County Board. Judge Sullivan noted the jury pay is new. This will require approval by the County Board. In the past it was determined the juror pay was to low. Mileage is required to be paid to the jurors. Judge Sullivan stated the County Board may want to obtain a State's Attorney's opinion on the changes made to the mandate and when it the changes go into affect. The committee members were informed a State's Attorney's opinion has been requested on this issue. Minutes Acceptance: Minutes of Oct 3, :15 AM (Minutes Approval) The committee members were informed that the County does not pay the highest juror fees nor do they pay the lowest fees. The costs of what they are to pay the jurors will be up to the County Board. Since this is an ordinance, if it is approved by the County Board, it will go on a 30 day review. It was stated though they appreciate staff amending the ordinance to address juror costs they are unsure a change to the fee structure is needed. It was questioned if we need to tie the fee structure and the amendment to the ordinance together. It was stated the original changes included an McHenry County Page 3 Updated 10/12/2016 9:02 AM Packet Pg. 5

6 Minutes Law & Justice Committee October 3, unfunded mandate and suggested they not bump up the pay without thoughtful discussion as the County has fiscal challenges they need to address first. It was suggested they review the impact the fees have to the budget first. Mr. Walkup questioned if the fee structure can be removed from the Ordinance. They were informed, if no changes are made the $25 juror pay structure would remain in place. It was stated the County Board members need to learn more about the changes being suggested. It was again recommended they obtain a legal opinion on this issue. Mr. Austin stated he understands both sides. The 2017 budget does include the higher cost of the fees identified in the previous Public Act that was found to be facially unconstitutional. They have 30 days to review and address this issue. Mr. Gasser stated he would rather amend the ordinance to include the lower costs in order to free up some funds to help pay for other expenses. It was suggested they take the fees back to where they were previously. Mr. Walkup stated as one who uses juries, the jury pool is distorted because we don't pay the juries enough. Mr. Thorsen made a motion, seconded by Mr. Gasser to amend the ordinance to go back to the previous jury fees. The motion failed on a roll call vote of four nays (Aavang, Miller, Walkup, Draffkorn) and two ayes (Gasser, Thorsen). The original motion carried on a roll call vote of four ayes (Aavang, Miller, Walkup, Draffkorn) and two nays (Gasser, Thorsen) RESULT: RECOMMENDED [4 TO 2] MOVER: Anna May Miller SECONDER: Jeffrey T Thorsen AYES: Draffkorn, Aavang, Miller, Walkup NAYS: Thorsen, Gasser ABSENT: Jung Jr. 5. Resolution Authorizing the Acceptance of the Sustained Traffic Enforcement Program (STEP) Grant from the Illinois Department of Transportation (IDOT) for Fiscal Years 2016 and 2017 and an Emergency Appropriation to the Sheriff's Fiscal Year 2016 Budget Ms. Salgado joined the committee members for presentation of the above resolution. The committee members were informed this is an annual grant the department receives from the Illinois Department of Transportation (IDOT) for reimbursement for seat belt and drunk driving enforcement events. An emergency appropriation will be needed for this years budget though the funds for next year have been built into their budget. RESULT: MOVER: SECONDER: AYES: ABSENT: RECOMMENDED [UNANIMOUS] Anna May Miller Michele Aavang Thorsen, Draffkorn, Aavang, Gasser, Miller, Walkup Jung Jr. Minutes Acceptance: Minutes of Oct 3, :15 AM (Minutes Approval) 6. Resolution Authorization a Contract with Crowne Industries of Streamwood, Illinois to replace the McHenry County Sheriff's Garage Underground Fuel Storage Tank Sump Pits and Submersible Turbine Sump Pumps Ms. Salgado and Mr. Hartman joined the committee members for presentation of the above resolution. The committee members were informed the Sheriff's department oversees the upkeep and inspections of two underground fuel storage tanks and pumps. Through the annual inspection, it was determined the sump pits and sump pumps servings the underground fuel storage tanks are in McHenry County Page 4 Updated 10/12/2016 9:02 AM Packet Pg. 6

7 Minutes Law & Justice Committee October 3, need of replacement due to their age and deteriorated condition. The department worked with Purchasing and Facilities Management to obtain bids for the needed work. RESULT: MOVER: SECONDER: AYES: ABSENT: RECOMMENDED [UNANIMOUS] Anna May Miller Andrew L Gasser Thorsen, Draffkorn, Aavang, Gasser, Miller, Walkup Jung Jr. 7. Resolution Awarding a One Year Contract with Kiesler Police Supply (12/1/ /30/2017) with the Option of Two Additional Years (12/01/ /30/18 & 12/1/ / ) Ms. Salgado joined the committee members for presentation of the above resolution. This vendor will provide the ammunition used by the whole department. RESULT: MOVER: SECONDER: AYES: ABSENT: RECOMMENDED [UNANIMOUS] Andrew L Gasser Jeffrey T Thorsen Thorsen, Draffkorn, Aavang, Gasser, Miller, Walkup Jung Jr. 8. Resolution Accepting the Bid from Southern Folger Detention Equipment Company, LLC for $2,317,300 to Provide Electronic Security System Upgrades Within the County Jail and to Authorize Funding from County RTA Funds Ms. Salgado joined the committee members for presentation of the above resolution. The committee members were informed this resolution will allow for upgrades to the electronic security system within the jail. The committee members were reminded, the Sheriff's department has been working with staff to address the failure of the Jail's electronic security system. The Sheriff determined in early 2016 it is in the best interest of those being held in the jail and those working in the facility to have the electronic security system upgraded. SCAAP (State Criminal Alien Assistance Program) grant funds were used to fund a security system analysis and the development of design specifications for the proposed system upgrades. The project was included as part of the County's Capital Project Plan and was identified as a project that could be funded with the use of the County's RTA (Regional Transportation Authority) funds. This is project specific that identifies the use of the RTA funds. The Finance and Audit Committee reviewed the use of the RTA funds to target specific criminal justice needs. In the past the RTA funds were used solely for transportation purposes. Minutes Acceptance: Minutes of Oct 3, :15 AM (Minutes Approval) RESULT: MOVER: SECONDER: AYES: ABSENT: RECOMMENDED [UNANIMOUS] Andrew L Gasser Jeffrey T Thorsen Thorsen, Draffkorn, Aavang, Gasser, Miller, Walkup Jung Jr. 9. Resolution Authorizing a FY2016 Payment for an Approved Change Order in Connection with the Radio Dispatch Console Replacement Project Ms. Salgado and Mr. Hartman joined the committee members for presentation of the above resolution. Ms. Salgado reminded the committee members they previously brought forward a McHenry County Page 5 Updated 10/12/2016 9:02 AM Packet Pg. 7

8 Minutes Law & Justice Committee October 3, resolution for the leasing of the radio equipment for which they thought the project was to be paid for from the 2017 budget. They have discovered the payments are to be paid for over a two year period starting in the current fiscal year. This resolution allows for this change. The final payment will be made in FY2017. RESULT: MOVER: SECONDER: AYES: ABSENT: RECOMMENDED [UNANIMOUS] Anna May Miller Michele Aavang Thorsen, Draffkorn, Aavang, Gasser, Miller, Walkup Jung Jr. 10. Discussion: FY2017 Budget Supplemental Requests Mr. Sarbaugh questioned if the committee members has any supplemental requests they feel they should support. He noted he has only received one for support on any of the issues by a board member. The committee members were informed two issues have surfaced that renders consideration. One of the court interpreters have left their position. Court Administration would like to make sure language access is available throughout the courthouse, not just through the court system. Mr. Wallis would like to provide language access availability to not just the courtrooms but where they may have additional needs, for all languages. The department would like to take one position to create a language access coordinator position in order to supervise the interpreters, assign duties, and establish recommendations and training as needed. This proposal would not increase the headcount in the department. They will bring back the supplemental requests to the Finance and Audit Committee on the 13th. The second change is last week involves a staffing change in the Criminal Clerk's office. The department incurred a retirement in their office. They would like to take one person in that office and bump them up into a higher position. The position will cost less than the previous employee but would create a net reduction in their overall costs. This supplemental request would be ranked as a one. Mr. Gasser left committee at 9:32 AM. 6. OLD BUSINESS 1. Discussion: Capital Plan Review Mr. Hartman and Ms. Salgado joined the committee members for the Capital Plan review. The committee members were reminded the Capital Plan was adopted in June. The plan has changed somewhat since it was adopted. This morning they would like to touch base with the committee members on projects they may have oversight on. Part of their oversight consists of the jail security project that was discussed this morning. Minutes Acceptance: Minutes of Oct 3, :15 AM (Minutes Approval) Mr. Gasser returned to committee at 9:34 AM. There are two other items included on the plan that this committee provides oversight on. This first is the squad car video system. They only have eight systems currently running. They are no longer able to maintain this system. They have created a line item to replace the cameras in the squad cars over a three year period. The cameras are an essential tool for those in law enforcement. The committee members were informed they can provide additional details if needed. McHenry County Page 6 Updated 10/12/2016 9:02 AM Packet Pg. 8

9 Minutes Law & Justice Committee October 3, Mr. Gasser stated he does not believe the cameras should be "phased" in over three years as that could be disastrous. Ms. Salgado noted that camera replacement causes a manpower issue as well. The cars need to be taken off the street to allow time for installation so it is hard to get them done all at one time. The committee members were informed this is add on equipment that is purchased separately. They need to make sure they purchase the correct computers with ample storage. Mr. Thorsen agreed and stated that staff needs to have the correct equipment in order to do their job. Ms. Salgado noted that she has met with companies that will contract with the County so when they purchase new cars, they can schedule to purchase the accessories at the same time. Mr. Hartman stated they wanted to make sure everyone was aware of the project as it requires committee oversight on the plan. The other item included on the list for committee oversight is the corrections fire alarm system upgrades. They are seeing more failures to the system. This item is scheduled to go before the County Board tomorrow. This issue is causing a hardship on staff with them all being on "fire watch". This upgrade is needed building wide. There is also a need for security camera upgrades. Some of the cameras are currently fifteen to twenty years old. This has been pushed out some on the plan though it is a needed item. The other items are facilities related though they want all the County Board members to be aware of the needs. 7. REPORTS Mr. Hartman reminded the committee members the Sheriff provided them with an update on the August jail numbers. He wanted to give credit to the Sheriff and staff for retaining the Federal contract numbers, which currently stand at 214 per day. The numbers are trending very good and they are therefore ahead of budget. The Sheriff is working with the US Marshall Service and ICE to keep these numbers healthy. The County receives $95 per day for the Federal detainees. 8. MEMBER COMMENTS / FUTURE TOPICS None. 9. EXECUTIVE SESSION (AS NECESSARY) None. 10. ADJOURNMENT Noting no further business by the committee Ms. Miller made a motion, seconded by Mr. Gasser to adjourn the committee meeting at 9:44 AM. The motion carried on a voice vote of all ayes. Minutes Acceptance: Minutes of Oct 3, :15 AM (Minutes Approval) McHenry County Page 7 Updated 10/12/2016 9:02 AM Packet Pg. 9

10 5.1 R E S O L U T I O N RESOLUTION AUTHORIZING AN EMERGENCY APPROPRIATION IN THE ETSB FISCAL YEAR 2016 BUDGET FOR THE PURCHASE OF A REPLACEMENT VEHICLE FOR MCHENRY COUNTY ETSB WHEREAS, the McHenry County ETSB (Emergency Telephone System Board) has approved the purchase of a vehicle in 2016 to replace the ETSB owned 2001 Dodge Grand Caravan; and WHEREAS, after discussion with the Sheriff s Garage and Central Purchasing, a quote was sent out to three (3) vendors to request pricing on a 2017 AWD 7 passenger vehicle; and WHEREAS, after reviewing all the required documentation, Sunnyside Dodge of McHenry, IL is the lowest responsive, responsible vendor with a quote of $25,455; and WHEREAS, following the request from County Administration of not budgeting for capital expenses until a decision is made by the ETSB to move forward with the purchase in order to prevent over inflating the County s budget, the ETSB is now requesting the County Board approve an emergency appropriation to their fiscal year 2016 budget to allow for the purchase of the vehicle; and WHEREAS, after review and discussion, the Law & Justice and Finance & Audit Committees concur with the request and are recommending approval by the McHenry County Board. NOW, THEREFORE BE IT RESOLVED, by this County Board of McHenry County, Illinois that an emergency appropriation in the amount of $26,006 (vehicle, title & plates) to expenditure budget line item OCA (ETSB - Vehicles) is hereby authorized in the ETSB fiscal year 2016 budget for the purchase of a new 2017 AWD Dodge Durango from Sunnyside Dodge of McHenry, IL and is to be offset by a revenue budget line item entry to OCA (ETSB - Utilization of Fund Balance); and BE IT FURTHER RESOLVED, by this County Board of McHenry County, Illinois that this Board accepts and extends its gratitude to the ETSB for transferring ownership of a 2001 Dodge Grand Caravan to be utilized by the County for mail delivery between the County facilities; and BE IT FURTHER RESOLVED, that the County Clerk is hereby authorized to distribute a certified copy of this Resolution to the McHenry County ETSB Coordinator; the Director of Purchasing; the County Auditor; the State s Attorney; the Associate County Administrator - Finance; and the County Administrator. DATED at Woodstock, Illinois, this 15th day of November, A.D., ATTEST: Jack D. Franks, Chairman McHenry County Board Mary E. McClellan, County Clerk 5593 / TKCarlso Page 1 Packet Pg. 10

11 5.1 McHenry County Board Meeting: 11/07/16 08:15 AM County Board Room Woodstock, IL SCHEDULED Department: E911 Category: Budget Prepared By: Tiki Carlson RESOLUTION DOC ID: 5593 TO: McHenry County Board FROM: Tiki Carlson DATE: November 7, 2016 SUBJECT: Resolution Authorizing an Emergency Appropriation in the ETSB Fiscal Year 2016 Budget for the Purchase of a Replacement Vehicle for McHenry County ETSB Board/Committee Action Requested: For consideration is a resolution authorizing an emergency appropriation to the ETSB fiscal year 2016 budget for the purchase of one (1) replacement vehicle for McHenry County ETSB. Background: During the FY16 budget process, it was discussed with the Law and Justice Committee and mutually agreed upon by the McHenry County ETSB; the Associate County Administrator - Finance; and the County Administrator to submit projects and purchases with unknown implementation dates as "informational only" supplemental requests to prevent inflating the County's FY 2016 Budget. McHenry County ETSB approved the purchase of a 7 passenger AWD Dodge Durango to replace the 2001 Dodge Grand Caravan owned by the ETSB. This vehicle will be used by the ETSB Coordinator to provide transportation for personnel to meetings, training events, have the ability to haul equipment, and other items, to public safety agencies served by the ETSB within McHenry County, and throughout the area and State. The coordinator is on call 24/7 and required to respond on site in all weather conditions. The 2001 Dodge Caravan owned by the ETSB will be provided to the McHenry County Central Purchasing Department to be used as a replacement vehicle for the Mail Center. Discussion: Quotes for the vehicle were received by McHenry County Central Purchasing. The vehicle purchase is being awarded to the lowest bidder that met the specifications. Impact on Capital Expenditures: An Emergency Appropriation is needed increasing the ETSB FY2016 expenditure budget with a revenue offset to Utilization of Fund Balance in the amount of $25, Impact on Physical Space: none Impact on Other County Department or Outside Agencies: Positive. The 2001 Dodge Caravan owned by the ETSB will be provided to the McHenry County Central Purchasing Department to be used as a replacement vehicle for the Mail Center. Conformity to Board Ordinances and Policies: conforms to purchasing ordinance and Page 2 Packet Pg. 11

12 Resolution (ID # 5593) Meeting of November 7, policies. Updated: 11/3/2016 3:56 PM by Mary Haines Page 3 Packet Pg. 12

13 5.2 R E S O L U T I O N RESOLUTION AUTHORIZING & SUPPORTING THE ANNUAL RENEWAL OF MAINTENANCE AND SUPPORT WITH NEVERFAIL FOR THE EMERGENCY TELEPHONE SYSTEM BOARD (E-911) PUBLIC SAFETY SOFTWARE MODULES WHEREAS, The McHenry Emergency Telephone System Board (ETSB) utilizes the NeverFail replication software solution for replication of network software and application databases for ten (10) servers located in the McHenry County ETSB offices and SEECOM; and WHEREAS, an annual maintenance and support agreement enables the McHenry County ETSB to keep current with software updates and provide technical support; and WHEREAS, in October of 2016, the Director of Purchasing released a Bid to twelve (12) prospective vendors for NeverFail ITCE Support and Maintenance of replication software, and (2) vendors responded; and WHEREAS, after reviewing the required submitted materials, it is the recommendation of the McHenry County Emergency Telephone System Board that NeverFail LLC, 12400W. Hwy 71, Suite , Austin, Texas, 78738, as the lowest responsive and responsible bidder be awarded the contract; and WHEREAS, the annual maintenance and support agreement with NeverFail will prevent any interruption of utilization of the ETSB supported Public Safety applications utilized by six (6) Public Safety Answering Points, and forty-three (43) police and fire agencies within McHenry County, and expedite disaster recovery; and WHEREAS, the McHenry County ETSB is now requesting that the maintenance and support agreement for a two year period with NeverFail be supported through approval of the McHenry County Board for the period of December 1, 2016 through November 30, NOW, THEREFORE BE IT RESOLVED, by this County Board of McHenry County, Illinois that it hereby supports the McHenry County ETSB entering into a maintenance and support agreement with NeverFail for replication software for ten (10) ETSB application and network server software and databases in the amount of $29, in FY2017; and BE IT FURTHER RESOLVED, said costs for the maintenance and support agreement, have been accounted for in the ETSB FY2017 budget under line item OCA (ETSB - Computer Program Maintenance); and BE IT FURTHER RESOLVED, that the County Clerk is hereby authorized to distribute a certified copy of this Resolution to the McHenry County ETSB Coordinator; the County Auditor; the Director of Purchasing; the Associate County Administrator-Finance; and the County Administrator. DATED at Woodstock, Illinois, this 20th day of December, A.D., Jack D. Franks, Chairman McHenry County Board 5682 / TKCarlso Page 1 Packet Pg. 13

14 5.2 ATTEST: Mary E. McClellan, County Clerk Packet Pg. 14

15 5.2 McHenry County Board Meeting: 12/20/16 07:00 PM County Board Room Woodstock, IL SCHEDULED Department: E911 Category: Contract & Agreement Prepared By: Tiki Carlson RESOLUTION DOC ID: 5682 TO: McHenry County Board FROM: Tiki Carlson DATE: December 20, 2016 SUBJECT: Resolution Authorizing & Supporting the Annual Renewal of Maintenance and Support with NeverFail for the Emergency Telephone System Board (E-911) Public Safety Software Modules Board / Committee Action Requested: Requesting authorization and support of the McHenry County ETSB renewal of a maintenance and support agreement for NeverFail replication software for their Public Safety software modules. Background and Discussion: The McHenry Emergency Telephone System Board (ETSB) utilizes the NeverFail replication software solution for replication of software and application databases for ten (10) servers located in the McHenry County ETSB offices and SEECOM. This solution allows for real time data transfers necessary for disaster recovery. The ETSB is requesting support for renewal of the maintenance and support agreement for the NeverFail replication software. Impact on Human Resources: N/A Impact on Budget (Revenue; Expenses, Fringe Benefits): Funds in the amount of $29,495 are allocated in the ETSB FY17 budget under budget line items OCA (ETSB- Computer Program Maintenance). Impact on Capital Expenditures: N/A Impact on Physical Space: None Impact on Other County Departments or Outside Agencies: Positive Conformity to Board Ordinances and Policies: Yes Page 3 Packet Pg. 15

16 5.3 R E S O L U T I O N RESOLUTION AUTHORIZING AND SUPPORTING THE EMERGENCY TELEPHONE SYSTEM BOARD (ETSB) RENEWAL OF FIREHOUSE SOFTWARE SOLUTION MAINTENANCE WHEREAS, the McHenry County Emergency Telephone System Board (ETSB) was created by ordinance to plan, implement, control, maintain, upgrade, and oversee operations of the Enhanced system to meet current and future demands for the entire County of McHenry; and WHEREAS, in December of 2008, McHenry County ETSB entered into contract with TriTech (formerly known as VisionAIR) for a public safety software suite; and WHEREAS, the fire record management software was no longer being improved or developed and was phased out by TriTech; and WHEREAS, the seventeen (17) fire departments within McHenry County, and the McHenry County Fire Chiefs Association, agreed the Firehouse Cloud Solution best served the needs of all the McHenry County fire departments, and integrated with the VisionCAD program; and WHEREAS, after review of all documentation, McHenry County Emergency Telephone System Board entered into contract January 2016 with Xerox Government Systems, LLC., 8260 Willow Oaks Corporate Drive, Fairfax, VA 22031, for the Firehouse Cloud Solution; and WHEREAS, the Firehouse Cloud Solution Maintenance and Support agreement with Firehouse Software, A Xerox Company, LLC is necessary to prevent any interruption of service. NOW, THEREFORE BE IT RESOLVED, by this County Board of McHenry County, Illinois that we support the Emergency Telephone System Board decision to renew maintenance for support and services for the Firehouse Cloud Solution provided by Firehouse Software, A Xerox Company at a cost not to exceed $71, OCA (ETSB - Computer Program Maintenance) in FY2017; and BE IT FURTHER RESOLVED, said costs for the maintenance and support agreement have been accounted for in the ETSB s FY2017 budget; and BE IT FURTHER RESOLVED, that the County Clerk is hereby authorized to distribute a certified copy of this Resolution to the McHenry County ETSB Coordinator; the Director of Purchasing; the County Auditor; the Associate County Administrator - Finance; and the County Administrator. DATED at Woodstock, Illinois, this 20th day of December, A.D., ATTEST: Jack D. Franks, Chairman McHenry County Board Mary E. McClellan, County Clerk 5675 / TKCarlso Page 1 Packet Pg. 16

17 5.3 McHenry County Board Meeting: 12/20/16 07:00 PM County Board Room Woodstock, IL SCHEDULED Department: E911 Category: Contract & Agreement Prepared By: Tiki Carlson RESOLUTION DOC ID: 5675 TO: McHenry County Board FROM: Tiki Carlson DATE: December 20, 2016 SUBJECT: Resolution Authorizing and Supporting the Emergency Telephone System Board (ETSB) Renewal of Firehouse Software Solution Maintenance Board / Committee Action Requested: Support McHenry County Emergency Telephone System Board's maintenance renewal of Firehouse Software Licensing. Background and Discussion: In October of 2012, ETSB board members and staff met with TriTech representative to discuss the sunset of their VisionFire product utilized by fire departments across the county. After two years of discussion about software options that interface with TriTech Vision CAD, and with the input from the McHenry Fire Chiefs Association, the decision to purchase Firehouse Software was presented for ETSB approval. The product is a web based hosted solution, meaning no maintenance of onsite hardware or software is required. The ETSB approved the purchase at the January 16, 2014, meeting board meeting. The State's Attorney Office and the Firehouse legal representative negotiated language in the software contract, and the ETSB executed a 5-year contract, to be paid annually, with Firehouse Software, a Xerox Company in January of Impact on Human Resources : None Impact on Budget (Revenue; Expenses, Fringe Benefits): Funds are allocated in the FY17 budget approved by the County Board. $71, OCA (ETSB - Computer Program Maintenance). Impact on Capital Expenditures: None Impact on Physical Space: None Impact on Other County Departments or Outside Agencies: Positive Conformity to Board Ordinances and Policies: Yes Page 2 Packet Pg. 17

18 5.4 R E S O L U T I O N RESOLUTION SUPPORTING MCHENRY COUNTY'S EMERGENCY TELEPHONE SYSTEMS BOARD CONTRACTUAL SERVICE WITH AT&T TO PROVIDE TELEPHONY SERVICES WHEREAS, the McHenry County Emergency Telephone System Board (ETSB) has existing telephony services with AT&T which provide required connectivity to the infrastructure and Public Safety Answering Points; and WHEREAS, McHenry County ETSB must continue to provide these services for call delivery, functionality of public safety software systems, and daily operations; and WHEREAS, in order to maintain network continuity the ETSB requires Trunks, T-1 Circuits, Fiber connectivity, and POTS lines and an excellent level of service; and WHEREAS, current services are provided by AT&T, 2000 W. AT&T Center Drive, Hoffman Estates, IL 60192; and WHEREAS, funds have been approved through the FY17 budget process and accounted for in budget line item OCA (ETSB - Telecommunications) in an amount not to exceed $5,220 and in budget line item OCA (ETSB - E911 Line Costs) in an amount not to exceed $310,000 in the FY2017 budget in a total amount not to exceed of $315, NOW, THEREFORE BE IT RESOLVED, by this County Board of McHenry County, Illinois that it hereby supports the McHenry County ETSB in its decision to maintain AT&T as its telephony service provider in an amount not to exceed $315, in fiscal year 2017; and BE IT FURTHER RESOLVED, said costs for service has been accounted for in the ETSB s fiscal year 2017 budget under budget line items OCA (ETSB - Telecommunications ) and OCA (ETSB - E911 Line Costs); and BE IT FURTHER RESOLVED, that the County Clerk is hereby authorized to distribute a certified copy of this Resolution to the McHenry County ETSB Coordinator; the County Auditor; the Director of Purchasing; the Associate County Administrator-Finance; and the County Administrator. DATED at Woodstock, Illinois, this 20th day of December, A.D., ATTEST: Jack D. Franks, Chairman McHenry County Board Mary E. McClellan, County Clerk 5664 / TKCarlso Page 1 Packet Pg. 18

19 5.4 McHenry County Board Meeting: 12/20/16 07:00 PM County Board Room Woodstock, IL SCHEDULED Department: E911 Category: General Prepared By: Tiki Carlson RESOLUTION DOC ID: 5664 TO: McHenry County Board FROM: Tiki Carlson DATE: December 20, 2016 SUBJECT: Resolution Supporting McHenry County's Emergency Telephone Systems Board Contractual Service with AT&T to Provide Telephony Services Board / Committee Action Requested: Resolution authorizing support for McHenry County Emergency Telephone Systems Board (ETSB) contractual services with AT&T to provide telephony services. Background and Discussion: McHenry County ETSB currently has telephony services with AT&T which provide the required connectivity to the infrastructure and Public Safety Answering Points. McHenry County ETSB must continue to provide these services for call delivery, functionality of public safety software systems, and daily operations. To maintain network continuity the ETSB requires Trunks, T-1 Circuits, Fiber connectivity, and POTS lines. Impact on Human Resources: N/A Impact on Budget (Revenue; Expenses, Fringe Benefits): These funds have been approved through the FY17 budget process and accounted for in budget line item OCA (ETSB/911 - Telecommunications) in an amount not to exceed $5,220 and in budget line item OCA (ETSB/911 - E911 Line Costs) in an amount not to exceed $310,000 for a combined total not to exceed $315,220 in the FY2017. Impact on Capital Expenditures: N/A Impact on Physical Space: N/A Impact on Other County Departments or Outside Agencies: N/A Conformity to Board Ordinances, Policies and Strategic Plan: N/A Page 2 Packet Pg. 19

20 5.5 R E S O L U T I O N RESOLUTION SUPPORTING ANNUAL RENEWAL OF MAINTENANCE AND SUPPORT WITH TRITECH SOFTWARE SYSTEMS FOR THE EMERGENCY TELEPHONE SYSTEM BOARD (E-911) PUBLIC SAFETY SOFTWARE MODULES WHEREAS, on February 17, 2009 the County Board of McHenry County, Illinois approved Resolution R authorizing an emergency appropriation to the E-911 budget for the purchase of the VisionAIR (TriTech) integrated software to replace the Sungard Public Sector CAD6 dispatch application software due to the discontinuance of maintenance and support; and WHEREAS, the VisionAIR software was provided to the six (6) Public Safety Answering Points (PSAP s), twenty-six (26) police departments, and seventeen (17) fire departments within McHenry County; and WHEREAS, the maintenance and support agreement with Tri-Tech enables the McHenry County ETSB to keep current with software updates and provide technical support; and WHEREAS, the ETSB is now requesting that the maintenance and support agreement with Tri- Tech Software Systems be approved for renewal to cover the period of January 1, 2017 through December 31, 2017; and WHEREAS, the annual maintenance and support agreement renewal with Tri-Tech Software Systems to prevent any interruption to the processing of public safety data. NOW, THEREFORE BE IT RESOLVED, by this County Board of McHenry County, Illinois support McHenry County ETSB entering into a maintenance and support agreement with Tri-Tech Software Systems for the Vision AIR software currently utilized by the McHenry County ETSB(OCA (ETSB- Computer Program Maintenance)) in the amount of $110,725.66, and (OCA (ETSB- Computer Program Maintenance)) $309,563.18, for a total amount not to exceed $420, in fiscal year 2017; and BE IT FURTHER RESOLVED, said costs for the maintenance and support agreement have been accounted for in the ETSB s fiscal year 2017 budget; and BE IT FURTHER RESOLVED, that the County Clerk is hereby authorized to distribute a certified copy of this Resolution to the McHenry County ETSB Coordinator; the County Auditor; the Director of Purchasing; the Associate County Administrator-Finance; and the County Administrator. DATED at Woodstock, Illinois, this 20th day of December, A.D., Jack D. Franks, Chairman McHenry County Board 5663 / TKCarlso Page 1 Packet Pg. 20

21 5.5 ATTEST: Mary E. McClellan, County Clerk Packet Pg. 21

22 5.5 McHenry County Board Meeting: 12/20/16 07:00 PM County Board Room Woodstock, IL SCHEDULED Department: E911 Category: Budget Prepared By: Tiki Carlson RESOLUTION DOC ID: 5663 TO: McHenry County Board FROM: Tiki Carlson DATE: December 20, 2016 SUBJECT: Resolution Supporting Annual Renewal of Maintenance and Support with TriTech Software Systems for the Emergency Telephone System Board (E-911) Public Safety Software Modules Board / Committee Action Requested: Support McHenry County ETSB renewal of the maintenance and support agreement with TriTech Software Systems Public Safety software modules. Background and Discussion: In January 2008, the Emergency Telephone System Board (ETSB) was notified by Sungard Public Sector that it would discontinue maintenance and support of its CAD6 dispatch application software being used by six Public Safety Answering Points. The ETSB researched software companies that could provide a complete integrated software solution for public entities and VisionAIR, now known as Tri-Tech, was selected. The ETSB is now requesting support for renewal of the maintenance and support agreement on the software modules utilized by the six (6) PSAPs, twenty-six (26) police, and seventeen (17) fire agencies. Impact on Human Resources: N/A Impact on Budget (Revenue; Expenses, Fringe Benefits): Funds are allocated in FY17 budget (OCA (ETSB- Computer Program Maintenance)) in the amount of $110,725.66, and (OCA (ETSB- Computer Program Maintenance)) $309,563.18, for a total amount not to exceed $420, Impact on Capital Expenditures: N/A Impact on Physical Space: None Impact on Other County Departments or Outside Agencies: Positive Conformity to Board Ordinances and Policies: Yes Page 3 Packet Pg. 22

23 5.6 R E S O L U T I O N RESOLUTION SUPPORTING MCHENRY COUNTY EMERGENCY TELEPHONE SYSTEMS BOARD CONTRACTUAL SERVICE WITH VERIZON WIRELESS TO PROVIDE TELEPHONY SERVICES WHEREAS, the McHenry County Emergency Telephone System Board (ETSB) has existing telephony services with Verizon Wireless which provides required connectivity for the forty-three police and fire agencies to the ETSB infrastructure and six (6) Public Safety Answering Points; and WHEREAS, McHenry County ETSB must continue to provide these services for and emergency call delivery, functionality of public safety software systems, and daily operations; and WHEREAS, in order to maintain network and application continuity and connectivity the ETSB requires a wireless broadband communication solution and excellent level of service; and WHEREAS, current services are provided by Verizon Wireless, PO Box 25505, Lehigh Valley, PA 18002; and WHEREAS, Verizon Wireless is a participating vendor on the Illinois State Contract (CMS793372P); and WHEREAS, funds have been approved through the FY17 budget process and accounted for in budget line items OCA (ETSB - Telecommunications) in an amount not to exceed $2,500 and OCA (ETSB - E911 Line Costs) in an amount not to exceed $216,000 in the FY2017 budget in a total amount not to exceed of $218,500. NOW, THEREFORE BE IT RESOLVED, by this County Board of McHenry County, Illinois that it hereby supports the McHenry County ETSB in its decision to maintain Verizon Wireless as its wireless telephony service provider in an amount not to exceed $218,500 in fiscal year 2017; and BE IT FURTHER RESOLVED, said costs for service has been accounted for in the ETSB s FY2017 budget under budget line items OCA (ETSB - Telecommunications ) and OCA (ETSB - E911 Line Costs); and BE IT FURTHER RESOLVED, that the County Clerk is hereby authorized to distribute a certified copy of this Resolution to the McHenry County ETSB Coordinator; the County Auditor; the Director of Purchasing; the Associate County Administrator-Finance; and the County Administrator. DATED at Woodstock, Illinois, this 20th day of December, A.D., Jack D. Franks, Chairman McHenry County Board 5665 / TKCarlso Page 1 Packet Pg. 23

24 5.6 ATTEST: Mary E. McClellan, County Clerk Packet Pg. 24

25 5.6 McHenry County Board Meeting: 12/20/16 07:00 PM County Board Room Woodstock, IL SCHEDULED Department: E911 Category: General Prepared By: Tiki Carlson RESOLUTION DOC ID: 5665 TO: McHenry County Board FROM: Tiki Carlson DATE: December 20, 2016 SUBJECT: Resolution Supporting McHenry County Emergency Telephone Systems Board Contractual Service with Verizon Wireless to Provide Telephony Services Board / Committee Action Requested: Resolution authorizing support for the McHenry County Emergency Telephone Systems Board (ETSB) contractual services with Verizon Wireless to provide wireless broadband telephony services. Background and Discussion: McHenry County ETSB currently has telephony services with Verizon Wireless which provides the required connectivity for five hundred (500) mobile police and fire units for the forty-three (43) agencies to the six (6) Public Safety Answering Points within McHenry County. McHenry County ETSB must continue to provide these services for and emergency call delivery functionality of public safety software systems, and daily operations. To maintain network and application continuity and connectivity, the ETSB requires a wireless communication solution. Verizon Wireless is a vendor on the Illinois State Contract (CMS793372P). Impact on Human Resources: N/A Impact on Budget (Revenue; Expenses, Fringe Benefits): These funds have been approved in the FY17 budget and accounted for under budget line items OCA (ETSB/911 - Telecommunications) in an amount not to exceed $2,500 and OCA (ETSB/911 - E911 Line Costs) in an amount not to exceed $216,000 for a combined total not to exceed $218,500 in the FY2017. Impact on Capital Expenditures: N/A Impact on Physical Space: N/A Impact on Other County Departments or Outside Agencies: YES Conformity to Board Ordinances, Policies and Strategic Plan: YES Page 3 Packet Pg. 25

26 5.7 R E S O L U T I O N RESOLUTION AUTHORIZING AND SUPPORTING THE ACCEPTANCE OF BID FOR MAINTENANCE AND SUPPORT WITH MOTOROLA FOR THE EMERGENCY TELEPHONE SYSTEM BOARD (E-911) PUBLIC SAFETY ENHANCED PHONE SYSTEM WHEREAS, in 2004, the McHenry County Emergency Telephone System Board entered into agreement with Motorola for the purchase of the Vesta Pallas Enhanced Phone System to replace the original system installed in 1991; and WHEREAS, the Vesta Pallas system was installed in the six (6) Public Safety Answering Points (PSAP) within McHenry County; and WHEREAS, a maintenance and support agreement enables the McHenry County ETSB to keep current with software updates and provide technical support; and WHEREAS, in October of 2016, the Director of Purchasing released a Bid to prospective vendors for maintenance and support of the existing six (6) Vesta Pallas Enhanced Phone Systems, of which one (1) vendor responded; and WHEREAS, after reviewing the required submitted materials, it is the recommendation of the McHenry County Emergency Telephone System Board that Motorola Solutions, 1303 E. Algonquin Road, Schaumburg, IL, as the lowest responsive and responsible bidder be awarded the contract; and WHEREAS, the annual maintenance and support agreement with Motorola will prevent any interruption to the processing of calls for public safety response; and WHEREAS, the ETSB is now requesting that the maintenance and support agreement for a two year period with Motorola be supported through approval of the McHenry County Board for the period of December 1, 2016 through November 30, NOW, THEREFORE BE IT RESOLVED, by this County Board of McHenry County, Illinois that it hereby approves and supports the McHenry County ETSB to enter into a maintenance and support agreement with Motorola for the Vesta Pallas Phone System currently utilized by the McHenry County ETSB in the amount of $166, in FY2017, and $144, in FY2018, recognizing the contract reflects a $200 per hour charge for technical support to be billed as incurred as the current software is no longer supported; and BE IT FURTHER RESOLVED, said costs for the maintenance and support agreement, and technical support, have been accounted for in the ETSB FY2017 budget, and will be in the FY2018 budget under budget line item OCA (ETSB - Maintenance Agreements); and BE IT FURTHER RESOLVED, that the County Clerk is hereby authorized to distribute a certified copy of this Resolution to the McHenry County ETSB Coordinator; the County Auditor; the Director of Purchasing; the Associate County Administrator-Finance; and the County Administrator. DATED at Woodstock, Illinois, this 20th day of December, A.D., / TKCarlso Page 1 Packet Pg. 26

27 5.7 ATTEST: Jack D. Franks, Chairman McHenry County Board Mary E. McClellan, County Clerk Packet Pg. 27

28 5.7 McHenry County Board Meeting: 12/20/16 07:00 PM County Board Room Woodstock, IL SCHEDULED Department: E911 Category: Grant Prepared By: Tiki Carlson RESOLUTION DOC ID: 5678 TO: McHenry County Board FROM: Tiki Carlson DATE: December 20, 2016 SUBJECT: Resolution Authorizing and Supporting the Acceptance of Bid for Maintenance and Support with Motorola for the Emergency Telephone System Board (E-911) Public Safety Enhanced Phone System Board / Committee Action Requested: Authorization and support of the McHenry County ETSB renewal of the Vesta Pallas Phone System maintenance and support agreement with Motorola. Background and Discussion: In 2004, the Emergency Telephone System Board (ETSB) issued a Request for Proposal for vendors who could provide a replacement solution for the antiquated Enhanced Phone System utilized by the six (6) Public Safety Answering Points in McHenry County that was installed in Motorola was selected as the most responsive and responsible bidder. In October of 2016, a bid was released for maintenance and support of the existing Vesta Pallas System with a second year option. Motorola was the sole respondent. Impact on Human Resources: N/A Impact on Budget (Revenue; Expenses, Fringe Benefits): Funds are allocated in the FY2017 budget for an amount of $166, in budget line item OCA (ETSB- Maintenance Agreements), and will be allocated in the FY2018 budget in the amount of $144, in budget line item OCA (ETSB- Maintenance Agreements). The contract reflects a $200 per hour charge for technical support to be billed as incurred as the current software is no longer supported. Impact on Capital Expenditures: N/A Impact on Physical Space: None Impact on Other County Departments or Outside Agencies: Positive Conformity to Board Ordinances and Policies: Yes Page 3 Packet Pg. 28

29 5.8 R E S O L U T I O N RESOLUTION AUTHORIZING A CONSULTING SERVICES AGREEMENT WITH INTEGRATED SOFTWARE SPECIALISTS, INC. FOR ANNUAL ENHANCEMENTS AND MODIFICATIONS TO IJUSTICE CASE MANAGEMENT SOFTWARE WHEREAS, ijustice case management software was developed for and has been used by the McHenry County Circuit Clerk's office and the 22nd Circuit Court since May 4, 2009; and WHEREAS, the software has been well accepted with over 600 users relying on the data contained in the ijustice case management program throughout the McHenry County Court System; and WHEREAS, the McHenry County Circuit Clerk and 22nd Judicial Circuit Court have benefited from an automated case management system through the additional operating efficiencies that have allowed for reductions in personnel staff in the Circuit Clerk's office of FTE over the past 7 years, at a cost savings of over $650,000 annually; and WHEREAS, the Circuit Clerk's current support & maintenance contract with Integrated Software Specialists, Inc., includes an hourly rate of $130 for any necessary enhancements to the ijustice software; and WHEREAS, Enhancements to the ijustice software are necessary on an annual basis to keep up with changes to State statute, Appellate Court decisions on fine and fee assessment and new Supreme Court authorized programs. NOW, THEREFORE BE IT RESOLVED, by this County Board of McHenry County, Illinois that it hereby authorizes the Chairman of the Board on behalf of the McHenry County Circuit Clerk to enter into a Consulting Services Agreement (attached hereto and made part of) with Integrated Software Specialists, Inc., 1251 N. Plum Grove Road, Suite 105, Schaumburg, IL 60173, for enhancements to the ijustice case management software, at a cost not to exceed $300,000 in FY ; and BE IT FURTHER RESOLVED, by this County Board of McHenry County, Illinois, that said costs of $300,000 will be covered by budgeted funds of $150,000 in budget line item OCA (Court Automation Fund - Computer Program Maint.) and $150,000 in budget line item OCA (Court Document Storage Fund - Computer Program Maint.); and BE IT FURTHER RESOLVED, that the County Clerk is hereby authorized to distribute a certified copy of this Resolution to the Clerk of the Circuit Court, the Presiding Judge, the Court Administrator, the Auditor, the Associate County Administrator - Finance, and the County Administrator. DATED at Woodstock, Illinois, this 15th day of November, A.D., Jack D. Franks, Chairman McHenry County Board 5588 / kmkeefe Page 1 Packet Pg. 29

30 5.8 ATTEST: Mary E. McClellan, County Clerk ATTACHMENTS: Electronic Court Order Enhancement Statement of Work-ISS (PDF) ISS ijustice Suport Agreement Extension #1 - Addendum A May (PDF) R ISS Support Agreement (PDF) R ISS Software License Agreement (PDF) Packet Pg. 30

31 5.8 McHenry County Board Meeting: 11/07/16 08:15 AM County Board Room Woodstock, IL SCHEDULED Department: Circuit Clerk Category: Contract & Agreement Prepared By: Katherine Keefe RESOLUTION DOC ID: 5588 TO: McHenry County Board FROM: Katherine Keefe DATE: November 7, 2016 SUBJECT: Resolution Authorizing a Consulting Services Agreement with Integrated Software Specialists, Inc. for Annual Enhancements and Modifications to ijustice Case Management Software Board / Committee Action Requested: The attached Resolution is for annual ijustice case management software enhancements & modifications to be contracted with ISS (Integrated Software Specialists, Inc.) under the ISS Support & Maintenance contract pricing for consulting services, as approved by the Circuit Clerk and Chief Judge. Background and Discussion: In 2007, the prior Circuit Clerk contracted with ISS (Integrated Software Specialists, Inc.) to develop a custom case management software package for the McHenry County Circuit Clerk's office. This project was completed in 2009, with the ijustice software going live in the Circuit Clerk's office on May 4, The Circuit Clerk's office operation is highly dependent on changes in the law and court decisions that require modifications to the Circuit Clerk's software on a fairly regular basis to ensure continued smooth operation of the office. The Court Automation Fund was established by the Legislature to maintain the Court's automated recordkeeping system. The Court Document Storage Fund was established to fund maintaining the records of the court system. Court Automation and Document Storage Fees have been sufficient to cover the necessary enhancements to the ijustice system since it went live in Annually, the Circuit Clerk has budgeted a percentage of the Court Automation Fund and Document Storage Fund budgets to cover necessary modifications and enhancements to the ijustice software. The ijustice case management software is mission-critical to the operation of not only the Circuit Clerk's office, but to the entire court system. IJustice has more than 600 users, which include Circuit Clerk, Court Administration & Judges, Court Services and Specialty Courts as users who are entering data, and State's Attorney, Public Defender, Sheriff, Corrections, municipal police departments, private attorneys and public who are using the system for viewing of documents and data. Impact on Human Resources: The Circuit Clerk's office has been able to reduce staff by FTE over the past 7 years, largely due to efficiencies gained from our increased use of technology. IJustice and the Circuit Clerk's work with ISS has been at the forefront of this increased technology use. We are able to work more efficiently and accomplish more work with Page 3 Packet Pg. 31

32 Resolution (ID # 5588) Meeting of November 7, less employees due to our increased use of technology, at minimally a personnel cost savings of over $650,000 annually. Impact on Budget (Revenue; Expenses, Fringe Benefits): ijustice support & maintenance costs are budgeted from both the Court Automation Fund and the Court Document Storage Fund. Court Automation Fees are authorized under 705 ILCS 105/27.3a and R and range from $8 to $15 per case. They are assessed on all traffic, ordinance, misdemeanor, felony and civil case types, for deposit in the Court Automation Fund for use to establish and maintain an automated recordkeeping system for the Courts. The fund is administered jointly by the Circuit Clerk and Chief Judge. Court Document Storage Fees are authorized under 705 ILCS 105/27.3c and R and range from $9 to $15 per case. They are also assessed on all traffic, ordinance, misdemeanor, felony and civil case types, for deposit in the Court Document Storage Fund for use to establish and maintain a document storage system for the Courts. The fund is administered by the Circuit Clerk. The first 6 years of our support & maintenance contract with ISS we paid an hourly rate of $125 per hour for ISS consulting services to make changes to the ijustice software. The new support & maintenance contract with ISS increases that hourly rate to $130 per hour for consulting services. Specific enhancement projects to be completed during FY include: 1. The continued expansion of the Electronic Court Order program which was implemented in all Criminal & Traffic courtrooms a few years ago to specifically have the Court ordering all fines and fees being assessed against traffic & criminal defendants. The next phase includes expanding electronic orders into other courtrooms for orders that do not include financial assessments. The Electronic Court Order project is a another step towards increasing the use of electronic orders in the courtrooms and further reducing data entry and manual scanning of documents. 2. Further integration between the Circuit Clerk and State's Attorney/Public Defender case management systems. As the State's Attorney and Public Defender have begun to E-File with the Circuit Clerk, there are opportunities for further integration between our case management systems which will improve efficiencies for all offices. 3. As we move towards mandatory Civil E-Filing in January, 2018, there are potential modifications that might be necessary to meet the Supreme Court's requirements for Circuits to be in compliance with their state-wide E-Filing initiative and newly selected state-wide E-Filing vendor. Impact on Capital Expenditures: None Impact on Physical Space: None Impact on Other County Departments or Outside Agencies: ijustice case management software does have impact on not only the Circuit Clerk's office and the Courts, it also impacts all other Justice agencies within the Courthouse, in addition to all members of the legal Updated: 11/4/2016 6:43 AM by Ralph Sarbaugh Page 4 Packet Pg. 32

33 5.8 Resolution (ID # 5588) Meeting of November 7, 2016 community who use the information entered in ijustice to track cases and represent clients, to members of the community who are users of the court system. The 600+ users of ijustice rely on the information in ijustice to efficiently operate the court system and administer justice. Support and maintenance of the ijustice software is key to the efficient operation of the court system in McHenry County. Conformity to Board Ordinances, Policies and Strategic Plan: The original support & maintenance agreement (attached) with ISS was negotiated with the assistance of the State's Attorney and outside counsel hired by the State's Attorney that specialized in software contracts. The Support Extension Agreement (also attached) was also reviewed by the State's Attorney. It was determined by the State's Attorney that the support & maintenance contract for ijustice did not need to be bid, since it is proprietary software that was developed specifically for McHenry County which can only be supported and modified by ISS. Attachments / Appendices: Electronic Court Order Enhancement Statement of Work-ISS (PDF) ISS ijustice Suport Agreement Extension #1 - Addendum A May (PDF) R ISS Support Agreement (PDF) R ISS Software License Agreement (PDF) Updated: 11/4/2016 6:43 AM by Ralph Sarbaugh Page 5 Packet Pg. 33

34 5.8.a Attachment: Electronic Court Order Enhancement Statement of Work-ISS (5588 : Contract ISS ijustice Annual Enhancements) Packet Pg. 34

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49 5.8.a Attachment: Electronic Court Order Enhancement Statement of Work-ISS (5588 : Contract ISS ijustice Annual Enhancements) Packet Pg. 49

50 5.8.a Attachment: Electronic Court Order Enhancement Statement of Work-ISS (5588 : Contract ISS ijustice Annual Enhancements) Packet Pg. 50

51 5.8.b ADDENDUM A ISS ijustice Support Agreement Extension #1 For Support Agreement No. MC This amendment pertains to the extension of the Support Agreement No. MC ( Support Agreement ), and shall be effective as of May 1, 2015 ( Effective Date ). 1. Renewal and Cancellation of Support. The following paragraph is added to Section 6. Renewal and Cancellation of Support of the Support Agreement: Support Period Extension #1: The Support period shall be extended to commence on 5/1/2015 ( Effective Date ) and shall end on the one (1) year anniversary of the Effective Date. Support will automatically be renewed for five (5) successive 1 year Support Periods unless terminated by Customer effective after the third anniversary of the Effective Date hereof by providing ISS with ninety (90) days prior written notice. Customer shall be entitled to a refund for any prepaid Support. 2. Section 4.2 (Consulting Services Rate): The second sentence in Section 4.2 of the Support Agreement which reads: Such Consulting Services will be provided at the hourly rate of $125.00, is removed and replaced with the following sentence: Such Consulting Services will be provided at the hourly rate of $ SCHEDULE 4 (fee and payment Schedule). The following is added to SCHEDULE 4 of the Support Agreement: Support Period Extension #1: Software Licenses Software and Services Licensed Software ijustice Enterprise Court Case Management Suite ijustice Enterprise Probation Case Management Suite ijustice Enterprise Specialty Court Case Management Suite (customized for McHenry Drug and Mental Health Courts) ijustice Sentencing Order, eguilty, Order of Protection, Civil efiling, ADR) ijustice ijeeb - Integrated Justice Enterprise Exchange Broker Suite (V1.0) ijustice Enterprise (Integrated Justice) Exchanges (approx. 30) ijustice idocument for McHenry Specialty Courts ijustice inotification for McHenry Specialty Courts Effective Date 5/1/2015 5/1/2015 5/1/2015 5/1/2015 5/1/2015 5/1/2015 5/1/2015 5/1/2015 Maintenance and Support License Ongoing Support or Subscription Annual Fees Type Fees One-Time Fee Annual Maint & Support M&S Fee Support Periods (year) 1 $ 270,000 Support Periods (years) 2 thru 5 $ 290,000 Support Periods (years) 1 thru 5 $ 40,000 $ 0 Support Periods (years) 1 thru 5 Support Periods (years) 1 thru 5 Support Periods (years) 1 thru 5 Support Periods (years) 1 thru 5 Support Periods (years) 1 thru 5 Support Periods (years) 1 thru 5 $ 10,000 Included Included Included Included Included Total License Fees $ 0 Annual Maintenance & Support Fees: Annual Subscription License Fees $ 0 Gross Total Year #1 Year #1 Adj. for May 2015 Net Total Year #1 Total Years 2 thru 5 $ 320,000 $ - 20,000 $ 300,000 $ 340,000 Attachment: ISS ijustice Suport Agreement Extension #1 - Addendum A May (5588 : Contract ISS ijustice Annual Enhancements) CHICAGO/# Packet Pg. 51

52 5.8.b Extended Annual Support Period 1; beginning 5/1/2015: Extended Annual Support Periods 2-5: CHICAGO/# $300,000 per Support Period $340,000 per Support Period Support fees are to be paid as set forth in Section 5 of the Support Agreement as follows: The first payment will be in the amount of $225,000 (75% of $300,000 - the net total due for year #1) and shall be made prior to the start of the first Support Period. The second payment will be in the amount of $75,000 (25% of $300,000 - the net total due for year #1) and shall be made on or before December 1, Annual payments made thereafter will be in the amount of $340,000 each and shall be made on or before May 1 of each Support Period. Any undisputed amounts payable by Customer under this Agreement that remain unpaid for more than thirty (30) days following the applicable due date shall be subject to late payment fees equal to two percent (2%) interest per month (or, if less, the maximum rate allowed by applicable law) for each such month these amounts (or any portion thereof) remain unpaid thereafter. 4. General. This Addendum is bound by all other terms and provisions of the Support Agreement. IN WITNESS WHEREOF, the parties hereby cause this Exhibit A to be executed by their duly authorized representatives. AGREED: INTEGRATED SOFTWARE SPECIALISTS, INC. By: Name: Title: Date: AGREED: COUNTY OF McHENRY, A BODY POLITIC By: Name: Title: Date: Packet Pg. 52 Attachment: ISS ijustice Suport Agreement Extension #1 - Addendum A May (5588 : Contract ISS ijustice Annual Enhancements)

53 5.9 R E S O L U T I O N RESOLUTION AUTHORIZING AN EMERGENCY APPROPRIATION IN THE CIRCUIT CLERK'S OPERATION & ADMINISTRATION FUND FY BUDGET FOR ADDITIONAL APS E-CITATION FORMS WHEREAS, the McHenry County Circuit Clerk, McHenry County Sheriff and McHenry County police agencies have been using Advanced Public Safety (APS) E-Citation software since 2004; and WHEREAS, the McHenry County Circuit Clerk, McHenry County Sheriff and McHenry County police agencies have benefited from the use of E-Citations, with tickets being produced quickly and efficiently using electronic data to complete the ticket and the citizens of McHenry County have benefited by tickets being more accurate and easier to read than handwritten tickets; and WHEREAS, the McHenry County Sheriff and McHenry County police agencies have benefited from the Tow and Overweight forms in the previous version of the APS E-Citation software, and have requested that the McHenry County Circuit Clerk continue to provide these forms in the new version of APS E-Citation currently being implemented county-wide; and WHEREAS, the McHenry County Circuit Clerk providing the Tow and Overweight forms in the county-wide APS E-Citation software increases the efficiency and productivity of all agencies; and WHEREAS, after review and discussion the Law & Justice and Finance & Audit Committees concur with said adjustment and are recommending approval by the McHenry County Board. NOW, THEREFORE BE IT RESOLVED, by this County Board of McHenry County, Illinois that the Circuit Clerk is hereby authorized to move forward with an agreement to implement the Tow and Overweight forms in the APS E-Citation software, from Advanced Public Safety, Inc., 400 Fairway Drive, Suite 101, Deerfield Beach, FL 33441, for the addition of the Tow and Overweight forms to the current E- Citation licensing agreement, including support and maintenance, at a cost not to exceed $13,000.00; and BE IT FURTHER RESOLVED, by this County Board of McHenry County, Illinois, that an Emergency Appropriation in the amount of $13, to budget line item OCA (Circuit Clerk Operation & Administration Fund - Computer Program Maintenance) with an offsetting entry to budget line item entry to OCA (Circuit Clerk Operation & Administration Fund - Utilization of Fund Balance) is also hereby authorized in the fiscal year 2016 budget for the purpose of funding the Tow and Overweight forms in the APS E-Citation software; and BE IT FURTHER RESOLVED, that the County Clerk is hereby authorized to distribute a certified copy of this Resolution to the Clerk of the Circuit Court, the Director of Purchasing, the Director of Facilities Management, the Auditor, the Treasurer, the Associate County Administrator - Finance; and the County Administrator. DATED at Woodstock, Illinois, this 15th day of November, A.D., Jack D. Franks, Chairman McHenry County Board 5587 / kmkeefe Page 1 Packet Pg. 53

54 5.9 ATTEST: Mary E. McClellan, County Clerk ATTACHMENTS: APS Proposal - IL - McHenry CC - Additional Forms VP (PDF) Packet Pg. 54

55 5.9 McHenry County Board Meeting: 11/07/16 08:15 AM County Board Room Woodstock, IL SCHEDULED Department: Circuit Clerk Category: Budget Prepared By: Katherine Keefe RESOLUTION DOC ID: 5587 TO: McHenry County Board FROM: Katherine Keefe DATE: November 7, 2016 SUBJECT: Resolution Authorizing an Emergency Appropriation in the Circuit Clerk's Operation & Administration Fund FY Budget for Additional APS E- Citation Forms Board / Committee Action Requested: Requesting authorization to utilize existing fund balance in the Circuit Clerk Operation & Administration Fund, which is funded by court fees designated by statute to be used for the "operation and administration of the Circuit Clerk's office," to fund additional E-Citation forms through the Circuit Clerk's county-wide E-Citation vendor, Advanced Public Safety (APS), to make both the "Tow Form" and "Overweight Form" available in the APS E-Citation software to all McHenry County arresting agencies. Background and Discussion: Advanced Public Safety (APS) is currently replacing the version of APS electronic citation software being used in McHenry County, which is no longer being supported, with an upgraded version (VP2) which the Circuit Clerk has contracted to move to during 2016 and early Two features which were available in the old E-Citation software were the "Tow Form" and "Overweight Form." Both these supplemental forms are now priced separately from the base APS E-Citation software package, which only includes the "Uniform Traffic Citation" form in the basic subscription licensing package. The Circuit Clerk has received numerous requests from arresting agencies migrating to the new version of APS E-Citation software, to also be able to access the "Tow" and "Overweight" forms in the new software, as they were able to do in the previous version. Impact on Human Resources: E-Citations has a huge impact on personnel in both the Circuit Clerk's office, and in the arresting agencies, largely due to the efficiencies gained from our increased use of technology. The Circuit Clerk has been able to reduce staff head counts by FTE since The APS E- Citation software has been at the forefront of the increased efficiency in the Circuit Clerk's Criminal/Traffic Division and has greatly contributed to the reduction in staffing we have been able to accomplish over the past 7 years. The Circuit Clerk and county arresting agencies are able to work together more efficiently and accomplish more work with less employees due to our increased use of technology, at minimally a personnel cost savings in the Circuit Clerk's budget of over $650,000 annually. Impact on Budget (Revenue; Expenses, Fringe Benefits): Page 3 Packet Pg. 55

56 Resolution (ID # 5587) Meeting of November 7, The base support cost for the APS E-Citation subscription licensing is budgeted from the Circuit Clerk Electronic Citation Fund. This fund was created in 2010 (705 ILCS 105/27.3e) to allow for the collection of a $5 Electronic Citation Fee on traffic cases to offset the costs incurred by the Circuit Clerk and arresting agencies in establishing an E-Citation program. Unfortunately with decreased traffic ticket filing in McHenry County and across the state, the E-Citation Fund does not generate enough revenue annually to support the additional cost of adding the Tow and Overweight forms to the new version APS software package. It only generates enough revenue to cover the base annual licensing of the E-Citation software, which is lower than the previous "all inclusive" pricing model, but only includes the "Uniform Traffic Citation" form. The Circuit Clerk Operation & Administration Fund is authorized under 705 ILCS 105/27.3d and collected at various amounts where allowable by statute. The Circuit Clerk is custodian of this fund and it is to be used for expenses required to perform the duties of the office. There is sufficient fund balance in the Circuit Clerk Operation & Administration Fund to cover the additional expense to make additional E-Citations forms available to all arresting agencies in McHenry County, specifically the "Tow" and "Overweight" forms, the most frequently used and requested forms by the arresting agencies, outside the basic "Uniform Traffic Citation." Impact on Capital Expenditures: None Impact on Physical Space: None Impact on Other County Departments or Outside Agencies: The APS electronic citation software does have an impact on not only the McHenry County Circuit Clerk, the Courts and the McHenry County Sheriff, but also every police agency in McHenry County, with increased operating efficiency, reduction in duplicate data entry and increased accuracy. The Circuit Clerk receives over 35,000 traffic tickets annually through the E-Citation system, and the arresting agencies use the software to create an additional 35,000 warning tickets on an annual basis. Both the Circuit Clerk and county arresting agencies use the APS E-Citation software to be more efficient and more accurate. In 2015, McHenry County police agencies created over 3,000 tow forms in the old version of the APS E-Citation software and over 300 overweight citations were issued. Conformity to Board Ordinances and Policies: This APS E-Citation software was put out to bid per the County Purchasing Ordinance the last time our contract with APS renewed, in June of Attachments / Appendices: APS Proposal - IL - McHenry CC - Additional Forms VP (PDF) Updated: 11/4/2016 6:48 AM by Ralph Sarbaugh Page 4 Packet Pg. 56

57 5.9.a Agency Contact: Katherine M. Keefe Agency Name: McHenry County Circuit Court Address: 2200 N Seminary Ave City, State & Zip: Woodstock, IL Fairway Drive, Suite 101 Deerfield Beach, Florida (Main) (Fax) Date: 11/2/2016 Details Quote No: c1Xku Contact Name: Scott Mellett scott.mellett@aptean.com QTY PRODUCT NAME PRODUCT DESCRIPTION MISCELLANEOUS UNIT PRICE TOTAL PRICE 1 Illinois ecitation Countywide Annual Subscription, Tow Form 20 Illinois ecitation per Officer Annual Subscription, Overweight Form Notes Illinois VP2.0 Tow Form Year 1 Subscription $12, $12, Illinois VP2.0 Overweight Form Pricing is guaranteed 90 days from date of proposal Year 1 Subscription $50.00 $1, The price above includes the use of the VP2 APIs that can be used to access all form related data. Please refer to the Master Purchase and Subscription Agreement fully executed on 2/4/2016. Payment Terms: Terms and Conditions QUOTE NET TOTAL (USD) $13, % due at the start of each year s Subscription. The Subscription starts when the first Agency is issuing forms in the production environment. Attachment: APS Proposal - IL - McHenry CC - Additional Forms VP (5587 : Budget Emerg Appropr. to Cir Clk Oper & Admin Packet Pg. 57