MCHENRY COUNTY FINANCE & AUDIT MINUTES MARCH 9, 2017 Public Meeting County Board Conference Room 8:15 AM 667 Ware Rd, Administration Building, Woodstock, IL 60098 1. CALL TO ORDER Meeting called to order at: 10:09 AM by Michael Skala. PRESENT: ABSENT: Also present: Peter Austin, County Administrator; Ralph Sarbaugh, Associate County Administrator- Finance; Scott Hartman, Deputy County Administrator; Cheryl Chukwu, Human Resources; Dennis Sandquist, Planning and Development; Pam Palmer, Auditor; Mary McClellan and Linda Fitzgerald, County Clerk; Jeff Poynter, Workforce Investment Board; Tiki Carlson, E-911; Jana Black Dickson, State's Attorney; Don Gray, Purchasing; Tom Burroughs, Facilities Management; and Tom Sullivan, IT. 2. MINUTES APPROVAL 1. Finance & Audit - Public Meeting - Feb 9, 2017 8:15 AM ACCEPTED [UNANIMOUS] Chris Christensen 3. PUBLIC COMMENT 4. MEMBERS' COMMENTS 5. PRESENTATION 6. ROUTINE CONSENT AGENDA Chairman Skala questioned if any of the members would like any of the items removed from the Routine Consent Agenda for discussion. Ms. McCann requested item 6.10 be removed. Ms. Barnes requested items 6.5 and 6.16 to be removed. Mr. Smith requested item 6.14 be removed and Mr. Christensen requested 6.15 Be removed for discussion. Mr. Heisler made a motion, seconded by Mr. Smith recommending approval of items 6.1, 6.2, 6.3, 6.4, 6.6, 6.7, 6.8, 6.9, 6.11, 6.12 and 6.13 as submitted. The motion carried on a roll call vote of all ayes. 1. Resolution Authorizing the Abatement of Property Taxes Levied by the County of McHenry for a Surviving Spouse of a Fallen Police Officer per County Ordinance O-200807-12-039 McHenry County Page 1 Updated 4/3/2017 3:17 PM
2. Resolution Supporting an Emergency Appropriation in the Emergency Telephone System Board (ETSB) FY17 Budget for Reimbursement to Southeast Emergency Communications for the Cost of Three Motorola MCC7500 Radio Consoles 3. Resolution Supporting an Emergency Appropriation in the Emergency Telephone System Board (ETSB) FY17 Budget for Reimbursement to the City of McHenry for the Cost of Three (3) Zetron Radio Consoles 4. Resolution Authorizing a Contract (1 Base Year with 3 Option Years) with Siemens Industry Inc. to Provide Security System Maintenance for McHenry County 5. Resolution Authorizing an Agreement with DevNet Inc for Software Enhancements to the Permitting and Zoning Management Software currently Utilized by the County 6. Resolution Authorizing Workforce Network to Enter Into a Contract with Educational Data Systems, Inc. to Develop Career Pathways Information and Materials in an Amount not to Exceed $179,900 McHenry County Page 2 Updated 4/3/2017 3:17 PM
7. Resolution Authorizing Workforce Network to Enter Into a Contract with TEC Services to Develop Regional Workforce Board Manual in an Amount not to Exceed $43,680 8. Resolution Authorizing Workforce Network to Enter Into a Contract with Chicago Jobs Council to Update WIOA Regional Plan in an Amount not to Exceed $10,000 9. Resolution Authorizing the Purchase of Three (3) Pickup Trucks and Four (4) Pursuit Vehicles for the McHenry County Sheriff's Department 10. Resolution Authorizing the Purchase of a Prisoner Transport Van from Blackhawk Motors and a Budget Line Item Transfer in the Inmate Welfare Fund FY2017 Budget 11. Resolution Authorizing Intergovernmental Agreements for Dispatching Services Between the McHenry County Sheriff's Department and the Hebron-Alden-Greenwood Fire Protection District, Wonder Lake Fire Protection District, Spring Grove Fire Protection District, Fire District of Richmond, Village of Wonder Lake, Village of Spring Grove, Village of Richmond, Village of Bull Valley, Village of Prairie Grove, McHenry County Conservation District, Village of Hebron, Holiday Hills and the Village of McCullom Lake for a period of May 1, 2017 through April 30, 2020 McHenry County Page 3 Updated 4/3/2017 3:17 PM
7. ITEMS REMOVED FROM CONSENT AGENDA 1. Resolution Authorizing a Contract Agreement with The Archer Company to Provide a Classification/Compensation/Benefit Analysis Ms. Barnes informed the committee members this item flowed through the Human Resource Committee and was passed unanimously. RECOMMENDED [5 TO 2] Skala, McCann, Heisler, Wheeler, Smith NAYS: Barnes, Christensen 2. Resolution Authorizing the Northern Illinois University Internet Services Contract Ms. McCann questioned if a bid was submitted for this contract. Mr. Sullivan informed the committee members this contract went out to bid about two months ago. NIU will replace Comcast as one of the County's internet vendors. The County was able to get more bandwidth from NIU than the alternate vendor. Mary McCann 3. Resolution Authorizing the Purchase a 2017 Dodge Durango From Sunnyside Co. of McHenry, IL to Replace a Vehicle in the McHenry County Sheriff's Vehicle Fleet Mr. Hartman informed the committee members this is a vehicle replacement because of an accident for which the previous squad car was declared a total loss. Risk Management replaces vehicles that have been totaled. The County received a recovery from the other driver involved in the accident. Chris Christensen 4. Resolution Authorizing Acceptance of Bid #17-07 from TKK Electronics, Milwaukee, WI for Sheriff's in--caras an to enter into a Contract with TKK Electronics and Veristor Capital for Lease of Equipment. (not in packet) Mr. Sarbaugh informed the committee members the reason this item is not in the packet is because he has been tied up in the financial system software presentations. The committee members were reminded in October 2016, the County Board decided to allow them to use a portion of the RTA funds to include funding for squad car cameras. The Sheriff's Department McHenry County Page 4 Updated 4/3/2017 3:17 PM
would like to enter into a five year lease with a financial services company to lease 80 video cameras. The total cost is approximately $636,895 with a monthly cost of just under $12,000 per month. Mr. Sarbaugh noted the reason the information in the resolution has not been included is because he and the Auditor need to determine whether this lease should be entered as a capital or operating lease. Mr. Sarbaugh informed the committee members he will work with the Auditor to finish the resolution to move it forward to the Committee of the Whole and County Board meetings. 5. Resolution Authorizing a Budget Line Item Transfer in the Non-Departmental FY2017 Budget to Establish a Project Budget for the Government Center Building Envelope Rehabilitation Project and Authorizing the Acceptance of a Bid from Jimmy Z Masonry Inc. for Related Construction Services Ms. Barnes wanted to bring the committee members attention to the savings that was realized within this contact. She stated that when the preliminary work was being included, they had estimated Phase 1 work would cost $600,000. Since staff conducted the investigation, testing and bid specifications in house, they were able to save $210,000. The committee members questioned Mr. Sarbaugh if in the last "Be it Further Resolved" this amount should read $427,812? Chairman Skala reviewed the numbers and made a motion to modify the "Be it Further Resolved" to be $427,812. Mr. Smith seconded the motion. RECOMMENDED WITH CHANGES [UNANIMOUS] Yvonne Barnes Chris Christensen 8. NEW BUSINESS Ms. McClellan joined the committee members to request permission to move a resolution forward to the County Board to allow her to extend the next option year for a contract in order to allow her to move forward with her ballots for the coming year. The committee members were informed the original contract was a four year contract. The committee members recommended this request be moved to the Committee of the Whole/County Board under "New and Unfinished" business for consideration. 9. OLD BUSINESS 10. REPORTS 1. Auditor's Report Ms. Palmer noted that her staff has been involved in the demonstrations for the new financial software. They are also busy working on items for the external auditor's, who were on site in February. The staff is working to get ready to help with the single audit planning process for the external auditors. Ms. Palmer noted that staff has been heavily involved in the review for the new financial system software. It is hopeful a vendor will be selected in order for the new system to go live by July 1, 2018. McHenry County Page 5 Updated 4/3/2017 3:17 PM
It is hopeful the new system will provide much greater enhancements to the reporting capabilities. Different users will test the systems to determine the best system for all involved. Surveys are being sent to those involved. The set up and training will be very labor intensive. The goal is to have the budget module up and running by May of 2018 so they can fold the FY2019 budget into the system. This will involve a major undertaking as this software touches everyone. They need to make sure the new system does not lose any of their reporting functions. Thirteen proposals were reviewed with three vendors chosen to be interviewed. The County received twice as many proposals than expected. 2. Contigency Reports 3. Economic Development Corporation Mr. Austin informed the committee members there is a seven county regional forum taking place in Kendall County on March 23rd. 4. Visit McHenry County The next meeting will take place here at the County on March 28th at 3:30 PM for those interested in attending. 5. Revolving Loan Fund The committee members were informed a revolving loan profile book was provided to the County Board members last month. If there are any questions, please let Mr. Hartman know. The committee members are expected to be provided an update during executive session in April on the outstanding loands. 11. FUTURE TOPICS 12. EXECUTIVE SESSION (PENDING LITIGATION) 13. ADJOURNMENT Noting no further business by the committee Mr. Christensen made a motion, seconded by Mr. Heisler to adjourn the committee meeting at 11:02 AM. The motion carried on a voice vote of all ayes. McHenry County Page 6 Updated 4/3/2017 3:17 PM