Agenda - Wednesday, June 14, 2017

MCHENRY COUNTY

INTERNAL SUPPORT & FACILITIES

AGENDA ● JUNE 14, 2017

Public Meeting County Board Conference Room 8:15 AM

667 Ware Rd, Administration Building, Woodstock, IL 60098

McHenry County Page 1 Updated 6/9/2017 12:33 PM

1. CALL TO ORDER

2. MINUTES APPROVAL

1. Internal Support & Facilities - Public Meeting - May 10, 2017 8:15 AM

2. Internal Support & Facilities - Public Meeting - May 24, 2017 8:15 AM

3. PUBLIC COMMENT

4. PRESENTATION

5. NEW BUSINESS

1. Discussion: Juvenile Probation Garden Project

2. Resolution Authorizing a Business Associate Agreement Between the County of McHenry and the McHenry County Mental Health Board for Information Technology Services

3. Resolution Authorizing the Reclassification of Position #18001008 from Assistant to the County Administrator to Administrative Intern in the County Administration Departmental Roster

6. OLD BUSINESS

1. Discussion: County Administrator Evaluation

2. Discussion: Capital Plan Projects

7. REPORTS

1. Administrator

2. Discussion: Annex B and Next Steps

8. FUTURE TOPICS

9. MEMBERS' COMMENTS

10. EXECUTIVE SESSION (AS NECESSARY)

11. ADJOURNMENT

12. COMMUNICATIONS

MCHENRY COUNTY


MINUTES ● MAY 10, 2017




1. CALL TO ORDER

Meeting called to order at: 8:15 AM by Yvonne Barnes. PRESENT: Barnes, Heisler, Kurtz, Walkup (8:16 AM), Bates, Rein, Aavang ABSENT:

Also present: Peter Austin, County Administrator; Scott Hartman, Deputy County Administrator; Don Gray, Purchasing; Tom Burroughs and Dave Hasse, Facilities Management; Michael Hill, Health; Larry Smith and Jeff Thorsen, County Board Members; Tom Sullivan, IT; and interested public.

2. MINUTES APPROVAL

1. Internal Support & Facilities - Public Meeting - Apr 12, 2017 8:15 AM

RESULT: ACCEPTED [UNANIMOUS]

MOVER: Michael Rein

SECONDER: James Heisler

AYES: Barnes, Heisler, Kurtz, Walkup, Bates, Rein, Aavang

3. PUBLIC COMMENT

None.

4. PRESENTATION

5. NEW BUSINESS

1. 8:15 am Ethics Commission Interview - Andrew Celentano

Mr. Andrew Celentano joined the committee members at 8:15 AM to interview for consideration of an appointment to the McHenry County Ethics Commission.

Mr. Walkup arrived at 8:16 AM.

2. Deliberation and Possible Selection of Candidate for Recommendation to the County Board Chairman for the Ethics Commission for a Term to Expire Feb 1, 2019

Mr. Heisler made a motion, seconded by Ms. Kurtz to recommend the appointment of Andrew Celentano to the McHenry County Ethics Commission for a term to expire on February 1, 2019. The motion carried on a voice vote of all ayes.

3. Resolution Authorizing Cisco SmartNet Maintenance and Support Renewal with System Solutions, Inc. in Fiscal Year 2017

Mr. Sullivan joined the committee members for presentation of the above resolution. Mr. Sullivan noted the contract is for support, mainteannce and prome software for the two main Cisco switches

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Minutes Internal Support & Facilities May 10, 2017


and routers. This does not include all the equipment needs as additional equipment has been scheduled for purchase in September. The department went out for the consortuim bid with surrounding counties which resulted in a significant savings. This is a large savings that is the result of going out for a shared services contract.

RESULT: RECOMMENDED [UNANIMOUS]

MOVER: Michele Aavang

SECONDER: James Heisler

AYES: Barnes, Heisler, Kurtz, Walkup, Bates, Rein, Aavang

4. Discussion: Capital Plan

Mr. Hartman and Mr. Burroughs joined the committee members for review of the most recent Capital Plan. Mr. Hartman informed the committee members the plan has changed as they have added $1 million dollars worth of projects for FY2018. The committee members were informed the plan changes yearly based on more projects being brought forward. The plan will change as some of the projects are completed. Some of the other projects are multi year projects and will remain in the plan until completed. Some of the plans are being staged in order to alleviate disruption to the employees in certain areas. There are two parts to the plan. They include items for 2018 - 2022 and years 2023 - 2027. The projects are placed into the plan based on assessments completed by Facilities Department staff. Additional projects will be brought forward on an ongoing bases, along with all costs involved. Some of the projects will include ongoing costs and maintenance components. The current plan reflects changes based on a reduction of Annex A approach They have now included the building A consolidation with hopes to address their space needs for the next few years. Some additional projects have been added to the current plan. The plan now includes the Sheriff's portable radio replacements, which may include some additional funding or a lease component. The County Clerk has indicated the election equipment is in need of replacement. The estimated cost is $1 million dollars. The County Clerk did not provide a timeline for introduction of the equipment into the plan. Mr. Hartman note this is the first overview of the plan since the changes have been made to the plan. He stated he wanted to bring forward the plan for review with a more robust discussion expected during the June committee meeting. He informed the committee members the liaison departments are expected to come forward to discuss their needs with the committee. The capital plan has been emailed to all of the County Board members for review and will be discussed during the Ad Hoc Committee on Tax Reduction. The Finance and Audit Committee is expected to review the plan with County Board approval expected in June. The committee members questioned how additional projects get added to the plan? Mr. Hartman noted all the projects on the plan has been identified as a need. Some of the projects could come from other departments. The County Board decides which projects they want to fund though all the projects currently have been included for logical reasons. Chairman Barnes questioned how "need" is defined as she would like to know if the projects added are required because of a safety issue, to save money or if they are actually a wish. Mr. Hartman stated the items on the list have been identified as a need by various County departments that feel these items are necessary. Mr. Hartman stated they do evaluate the project needs prior to placing a project onto the plan. The items can then be recognized as a project they should consider. Chairman Barnes questioned if the plan has been put on line for review? The committee members were informed since this is a draft of the plan they did not put this item on line. Once the plan has been approved by the County Board, the plan will be placed on line. Chairman Barnes stated she would like the "draft" to be marked as a draft and included on line for public review. She stated she

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believes the draft plan should be placed on line for review so the public can see the decisions being made as they move forward. The consensus of the committee members was to publish the draft capital plan on line for review. Mr. Walkup left committee at 8:47 AM. Mr. Walkup returned to committee at 8:50 AM. Mr. Burroughs noted they have created a larger easier to follow document. The document maintains the priorities established by the architect. The projects have been assigned an order of magnitude of the projects. The data will be provided with the needs in order for the members to understand what they are trying to accomplish. He noted they try to anticipate any additional costs as they do face some unknown factors. They also try to be responsible to the process. The bid on the building envelope included bids that ranged from $385,00 to $585,000. They need to be careful while reviewing the bids to make sure the costs addresses what they are trying to fix. Chairman Barnes questioned if the document reflects any changes in costs for 2018. Mr. Burroughs noted the plan does reflect the changes as they move along. Any additional, reduced or eliminated costs will be included so the board members can see the changes. Chairman Barnes stated though she appreciates the costs have been reduced she needs to know how and if those savings will be used for other purposes. They need to be able to see if their overall costs are increasing, decreasing or staying the same. They will also need to know how the projects will be paid for and if the scope of the projects has changed. Mr. Burroughs noted that last year’s plan had not been vetted yet. Some costs were needs based on various departments. The overall cost of the program have been reduced by approximately $5 million dollars. The County Board needs to be aware of the changes and whether there may be any grants or additional funding that may be available that could be used to help pay for some of their needs. They will continue to look for additional funding streams to address our needs. Chairman Barnes reminded the committee members the RTA sales tax funds can be used for both Transportation and Public Safety issues. She stated the resolution she has been provided on the use of the RTA tax funding issue, it states the funding is supposed to be used for Transportation projects only. The minutes on this issue states that an amendment was made to the resolution that the funds can be used for Public Safety issues as well, though it appears the resolution has not been updated. Mr. Austin noted the intent of the resolution was for them to narrow the use of these funds. Chairman Barnes stated she does not believe that is correct and she believes the amendment was added to fund Public Safety Projects as well. That will need to be reviewed and updated, if necessary. Chairman Barnes noted the County Board members need to be aware they have options. It is believed these funds could be included for used for the Sheriff's radio room remodel. The committee members were informed that this is a project the Sheriff anticipated doing internally. The projected costs have been included in the plan, though they are unsure of the whole scope of the project and where the funding will come from to pay for it. Some of the projects that are currently included have no decisions on how to pay for them. Some of the costs may increase based on when the projects are scheduled to be done. Chairman Barnes questioned if the plan should include where the funding for the projects will come from. The committee members were reminded there has not been decisions made on how to fund the projects yet. Chairman Barnes questioned if the projects that do not have a funding source be identified with an asterisk. Mr. Austin noted there is no commitment from anyone on the best options to get these items paid for. Ms. Kurtz suggested they hold a joint meeting with the Finance and Audit Committee so they can discuss this issue jointly. Chairman Barnes stated she thinks that is appropriate. The committee members were reminded there is an Ad Hoc Committee on Tax Reduction scheduled at 5:00PM prior to the next County Board meeting. They will take the recommendations from that committee is to be forwarded to the Finance and Audit Committee for consideration. This committee would benefit from receiving that information as well.

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The committee members were reminded, this is a plan, not a budget. This does not need to be on the same timeline. Mr. Burroughs noted it is hopeful all the County Board members understand the goal of Facilities Management is to proactively engage in discussions in order to preserve the County assets. They understand this is very difficult and challenging though the plan will be adjusted as desired. Dr. Rein stated they need to prioritize the projects in regards to importance. It would be hard to determine which project has a higher priority over the others. Dr. Rein left committee at 9:21 AM. Mr. Heisler questioned if the County could partner with other entities for the purchase of asphalt in order to reduce our material costs? The committee members were informed that service related components are not as easy to join together. Dr. Rein returned to committee at 9:23 AM. Ms. Kurtz informed the committee members she went on a tour of the Coroner's office. The Coroner gave kudo's to IT staff for their help in addressing the Coroner's IT needs. They have given high praise for this department. The Coroner noted concern regarding the elimination of windows in her area. They need light provided to the employees in this area so it is a positive work environment.

5. Old Business

Chairman Barnes suggested they take the committee meeting out of order to allow Mr. Burroughs time to discuss the Annex B issue with the committee members.

1. Discussion: Annex B

The committee members were informed there is not a lot to report. There was a kick off meeting held last Monday at which time WOLD Architects were introduced to the meeting members to talk about their goal to have information available by the end of May with a refined options for the consideration of the movement of services out of Annex B. They are trying to determine if some of the services can be relocated elsewhere in the County facilities. They would consolidate the nursing division under one roof. It is hopeful decisions can be made soon so they can move forward with this project. Another meeting has been scheduled for the 22nd at 11:00 AM to refine options for this plan. It is hopeful they will have decisions made by Memorial Day. They will bring forward their ideas to this committee for review in the near future. Option A is to expand Annex A. Option B would include the movement of some of the services to other areas in the County. Mr. Hill stated he is fine with the options being considered. Chairman Barnes noted that time is of the essence because of the coordination of the parking lot project. Mr. Burroughs noted they will need to have final decisions made by the end of July so they can move forward with the projects. He stated he would prefer the decisions earlier rather than later as they will lose any flexibility beyond that time. He noted that WOLD Architects will have their information completed by the end of May for review by the committee. If they can get this through the committee and then the County Board by June that would be great. Mr. Burroughs stated he would check the meeting schedule for clarification. He stated the meeting may be scheduled for the 29th, after Memorial Day. Mr. Austin suggested a special event notice be posted for this meeting.

6. Discussion: County Administrator Goals

Mr. Austin joined the committee members to discuss the County Administrator Goals. He reminded the committee members the information was passed out during the April meeting for review. He stated he has some notes to include additional information in the various sections.

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Ms. Kurtz left committee at 9:41 AM. The Capital Plan has been included and will be updated as they move along. The Strategic Plan will be discussed tomorrow, and that continues to move forward. The customer service employee communication program was completed last summer. This component has now been included as a part of the employee evaluations. The HR Committee will consider a new employee assistance program which has a series of training videos and customer service training elements that can be rolled into the new employee orientations. The Performance Measurement program have been pretty fluid. At the national level, he sits on the ICMA taskforce for performance measurements and they are trying to develop some common County performance metrics, which is difficult because the measurements will vary, depending on the state they are in. We continue to move forward with some County measurements that have been included as part of the budget document. Staff has included this data for review. Employee forums were held last fall. These came out of the employee surveys. He has had conversation with Chairman Franks who would like to implement those forums again this year. Mr. Austin noted he would like to include employee input for additional cost savings in the County's Strategic Plan. Ms. Kurtz returned to committee at 9:47 AM. Mr. Walkup left committee at 9:47 AM. The Capital Plan has been included as a part of the goals, they will continue to update this information as they move forward. The financing issue is one of the most important components that need to be included in the plan. The fiber project has been stalled. The fiber for the project has been laid and the infrastructure is now in place. The consortium members are trying to figure out how to move forward and get this project handed off to private industry. The Fiber Consortium is unsure how to address how to move forward with the program as the County nor the consortium members want to be in the fiber utility business. An RFQ has been put out twice to address this need though they are not receiving a lot of attention n this. This goes to the need for investment by private industry to connect from the backbone to the private industries. The vendor's want to have this access to this fiber but do not want to pay for the connection costs. A meeting was held last week at Other World Computing with the City of Woodstock, and the County to gauge interest in getting private industry tapped into this fiber and to gauge their interest in this project. There is a model created by the western counties, Boone County to Jo Davies County, who received Federal funding for their program. They have built a large network in that area. They are looking at that model to see if there was a way to overcome the challenges currently faced. The extra 1000' of fiber is the issue because there is not the density within the western portions of the County to facilitate this. There may be another cost by public investment to address this need. It was suggested that public financing may be attractive by the private vendors to pay for the tap on fees. The question is, what is the public's roll in this. Mr. Walkup returned to committee at 9:51 AM. The EDC is involved in the project though this project is not as easy as originally thought. We need to figure out a way to address these tap in costs. There is a cost to dig the trench and lay the fiber. There is also a desire to build another data center for this project. We have not been able to show industry the pay back for connecting to this fiber. Ms. Kurtz questioned if this could be financed for the private industry since they do not have the industry need, yet. This project would eliminate duplication of high costs infrastructure. They are trying to figure out what is needed to make this project work. The EDC has been involved with this project. The CED's is working on this as well, though the new chairman that have shown an eagerness to move this project forward. We may need

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to get others involved to help us build this project out. This could be done but we may lose the attractiveness by moving to a private rate structure. This may involve a short term relationship to get this accomplished. There has been involvement with the Economic Development Area and RMAP to assist in the writing of grants for us. This program involves young college educated people who want to write grants. It is hopeful they can develop a tool to assist us. Along with the Fiber expansion, there is a desire to develop a more formal Legislative Program. There has been conversation regarding the desire to add Rock County WI to the CEDS groups though we are unsure where the legislator's stand on this. A lot of this information is flowing through the Workforce Network on how to leverage the skills of those workers, especially along Route 90. Ms. Kurtz noted they need to make this a more business friendly area. Ms. Aavang questioned if the County is allowed to be in more than one planning area. Mr. Austin noted we are located within the MPO organization the State designates though this would involve the development of an informal relationship with others. Mr. Walkup noted the problem with CMAP is whether this County wants to be involved with economic development that is in this area more centrally located. The seven CMAP counties have worked the last four or five years on economic growth. They have met in each of the seven counties to discuss the creation of the Chicago Economic Growth Initiative. This would be a higher level idea to bring primary employers to the area. Ms. Aavang left committee at 10:05 AM. Ms. Aavang returned to committee at 10:08 AM. Mr. Hartman noted they continue to work on the COOP (continuation of operation plans) on how to continue with essential services in case of disaster. The County operations would move to Russel Court for the 30 day plan. The County Board would meet at the Woodstock North High School (as a secondary location) if the County Board room should not be available. Staff continues to work with EMA (Emergency Management Agency) to ensure all the department plans come together as they do not want the departments competing for space. They will identify where each department goes. Each department has their own plan. This information will be provided to the County Board members for review. The Succession Plan has been updated, with new dates. It was stated this committee should be included as part of this plan. The succession aspect for each department head is the most important part of the plan as there are laws that govern some of their positions. It is important that all the department heads understand the need to have the plans in place so they are available in times of crisis. They also need to be aware of the rights to privacy so personal information is not included within the documents. The interviews have been completed for the ERP (Enterprise Resource Planning) software. It is believed the group has made a final decision for this purchase. It is believed the software will provide for more robust reporting. As this topic is brought forward, there will be more discussion with those involved with this project. There was a decision made that the Project Manager was not needed. Labor negotiations are ongoing and they will continue dialogue with the Human Resource Committee at their next meeting. It is hopeful all the County Board members are involved with this process. Ms. Kurtz informed the committee members that the probation officers in the County have now unionized. She stated she believes there is an opportunity to have a more structured process with the development of a more formal relationship with the unions in the County, ahead of time. She stated the negotiations need to begin ahead of time, not when the contracts come due. She noted she has spoke to those involved with the labor negotiations about the desire to have a more

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comprehensive approach. She noted they have the highest opportunity for improvement for a more sophisticated approach as this is the most costly part of government. She stated she believes they can accomplish great things with the negotiations. Mr. Walkup noted this is not just about existing unions but involves those employees not currently within a union. He questioned what is being done to stop the formation of the unions in the first place? It was stated that employee recognition is the first step as they believe the employees appreciate being acknowledged by their bosses. Ms. Aavang noted the board members receive information from NIU on collective bargaining and this information is very worthwhile. Mr. Austin noted when this goal was created it involved a question on how he communicates with the various committees that are involved in the negotiation process and how to report to the committees. That is what the goal is about. Chairman Barnes noted the committee schedules have created more challenges for them. Chairman Barnes noted the scheduling of the committee meetings is not working well. This committee has desired to schedule a second committee meeting each month and that is not happening. She requested Mr. Austin add this as a goal, to resolve that problem. Chairman Barnes reminded the committee members the County Administrator's evaluation typically precedes the setting of the new goals for the County Administrator. Dr. Rein left committee at 10:32 AM. Mr. Austin provides a self evaluation along with a list of goals he would like to work on, along with this committee's goals. She requested the committee members to get their ideas together for the evaluation process and the goals for the County Administrator. She requested this issue be included on the committee agenda for discussion. Dr. Rein returned to committee at 10:35 AM. Ms. Kurtz stated the committee should have some discussion prior to that meeting to discuss what evaluation tool they would be using for this process. She stated that she has seen some processes done well and would like to be involved in order to get the right questions asked so the process is done right.

7. Discussion: County Administrator Ordinance

The committee members were requested to please review the ordinance for discussion during their next committee meeting. There may be areas that can be amended for improvement.

RESULT: PRESENTED

6. REPORTS

1. Administrator

The committee members were informed the ERP project has been completed with recommmendations coming forward in the future. The employee compensation study has been started. The State's Attorney's office continues to work on the codefication issue.

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The House and Senate has passed the Quick Take Bill. The Governor is expected to sign this bill. They are looking to replace Mr. Hurley though the position might be moved down in order to decrease costs. This position has been changed to an internship for two years and will be eligible for IMRF benefits. Ms. Aavang left committee at 10:46 AM. Mr. Austin informed the committee members the County continues to work with McHenry County Council of Governments on possible shared services. At CMAP they discussed the desire to write a grant to develop a model for shared services and how the program could work best throughout the State.

7. FUTURE TOPICS

None.


Mr. Walkup stated he was surprised to see the resolution for consideration to hire a lobbyist at the last County Board meeting. He stated he thought there would have been a discussion on whether they wanted to hire a lobbyist prior to looking at firms for this desire. He noted he would have thought the Law & Government Committee would discuss this issue prior to moving ahead with this decision. Mr. Austin noted the Law & Government Committee meeting was cancelled so this item was forwarded to the Finance and Audit Committee for consideration. Chairman Barnes noted the Finance and Audit Committee members had voiced concern this issue was not vetted by the Law & Government Committee as well.

Ms. Kurtz left committee at 10:50 AM. Mr. Heisler reminded the committee members the prevailing wage ordinance will again come before the members for a vote in June. He noted this involves a one time a year decision that each of them will need to think out prior to their vote. Mr. Austin informed the committee members that the County Clerk has indicated this item is expected to be brought forward in June. Chairman Barnes noted that she is in possession of her recent tax bill and she has started to get many calls on this issue. She noted many are complaining about the increase to their property tax bill. The increase she is seeing is the direct result of the increase to the County taxes. She encouraged all the committee members to understand what happens when they take the new growth. She noted there seems to be some split levels of understanding of what happens. She has been requested to have this committee consider putting forward a resolution for a referendum for capital projects. She noted the public has indicted a desire to be involved in how the County funds are being spent. Mr. Heisler stated that his local taxes included the largest tax increase in the County.


None.

10. ADJOURNMENT

Noting no further business by the committee, Dr. Rein made a motion, seconded by Mr. Heisler to adjourn the committee meeting at 10:58 AM. The motion carried on a voice vote of all ayes.

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MCHENRY COUNTY


MINUTES ● MAY 24, 2017




1. CALL TO ORDER

Meeting called to order at: 8:15 AM by Yvonne Barnes. PRESENT: Barnes, Heisler, Kurtz, Walkup, Aavang ABSENT: Bates, Rein

Also present: Peter Austin, County Administrator; Scott Hartman, Deputy County Administrator; Don Gray, Purchasing; Tom Burroughs and David Hasse, Facilities Management; Michael Hill, Health; Jeff Thorsen, County Board member.

2. MINUTES APPROVAL

None.

3. PUBLIC COMMENT

None.

4. PRESENTATION

None.

5. NEW BUSINESS

None.

6. OLD BUSINESS

1. Discussion: Capital Plan

Mr. Burroughs and Mr. Hasse joined the committee members for continued discussion on the Capital Plan. The committee members were provided with an updated table that includes the changes previously talked about. Mr. Hartman reminded the committee members there are two projects on the chart that were not previously included. The first project that was added is for the replacement of the portable radios for the Sheriff, Emergency Management and Division of Transportation. The Division of Transportation will pay for their radio's from their budget. There will be a cost of $1.8 million dollars for FY2018. The radios are reaching the end of their life so they need to move forward with this replacement. The second item that has been added is the election equipment replacement. This equipment will be needed by FY2020, at a cost of $2.5 million dollars. This equipment was replaced about 16 years ago. The added projects include the two most significant changes to the Capital Plan. Chairman Barnes questioned if the cost for the election equipment would take place in one year, or if the costs could be phased in over a number of years? Mr. Hartman stated they added this equipment as a placeholder, to identify this need. The County Clerk is also looking at the challenges they currently have in some of the polling places. Some of the polling places may be consolidated. The County Clerk suggested

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we look to the 2020 election for replacement since the equipment will be 20 years old at that time. We are not alone in this need. There are counties across the country that made significant investments to the purchase of election equipment at that time. Everyone is in the same spot so counties across the country is looking to replace this equipment. There may be Federal funding available for this upgrade. The lobbyist's are aware of the need for the upgrade so they can start looking for possible funding.

The committee members voiced frustration to see additions to the plan. The committee members were informed they asked the department heads and elected officials to identify their needs they see coming forward in the future. This is something the County Clerk has identified as a need in the next couple years. Chairman Barnes questioned when the plan is complete as the plan now includes two huge projects that were not included during the previous committee meeting? She questioned when the plan would be finalized for adoption? Mr. Hartman noted the plan is forecasted five years out, so the plan is very fluid. As items are brought forward they are included within the document so they can strategically plan for their future needs. Chairman Barnes stated they need to have a defined Capital Plan that is tied to the budget process. Additional items would then be placed on next year's plan. It was suggested the planning process for next years Capital Plan begin earlier in the year. Mr. Austin reminded the committee members the Capital Plan for last year included ideas with options on how to pay for the items listed, though no final decisions had been made. The options were listed on where funds could be found, with a specific funding source, in order to accomplish some of the goals listed. Mr. Austin stated that the County Board members need to determine which projects they want to accomplish and how they expect to pay for them. Ms. Kurtz informed the committee members this is how Capital Plans evolve. They start listing the projects, with their best estimates of the costs, though those costs can and do vary as they are finalized. Mr. Hartman noted there will be ongoing discussions regarding the needs. The plan is developed at a high level knowing both the plan and how to pay for the projects on the plan will change. Right now, they have included estimates for the items on the plan, though the costs will change as bidding is brought forward. Concern was voiced that they need to know how to pay for the projects first. They feel the creation of the plan is pointless without this information being known. Ms. Aavang suggested a Committee of the Whole (COW) be scheduled to discuss the Capital Plan with the full County Board. She stated that all the County Board members have different opinions on how they should pay for the needs identified in the plan. The committee members were informed there was a meeting held on Monday in regards to Annex B. Chairman Barnes and Vice Chairman Heisler attended. They set goals, with two options for consideration. The first option was to expand the footprint of Annex A to accommodate their needs, and the second option is to move some of the Health Department staff into this facility. Annex B staff members would move into Annex A and current staff from Annex A would move into this facility. They have not made any decisions on what the best option is, yet. Chairman Barnes stated she is hopeful the decision will be made no later than July. They do not want to go out for bid in the middle of winter, as the project becomes more costly. It was stated they would like to see Annex B demolished prior to starting the parking lot improvements. Chairman Barnes questioned if staff has been involved in the discussions? Mr. Hartman informed the committee members the department heads have been involved in all the discussions, though it is too early to get the employees involved. Mr. Heisler noted the meetings have been very productive. The committee members were informed another meeting has been scheduled to discuss this issue. The meeting will commence on June 2nd at 10:00 AM. A special event notice will be sent out so all the members can attend, if desired. Mr. Hill informed the committee members the Health Department

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is satisfied with the process currently taking place. Mr. Burroughs informed the committee members, those departments affected by the parking lot construction, have been notified of the project timelines. Any modificiations will be brought before this committee for review/discussion.

2018 Draft Summary of Capital Projects

RESULT: PRESENTED

2. Discussion: County Administrator Evaluation Process

Mr. Austin informed the committee members he would not be in attendance at the next committee meeting. The evaluation process will allow for a high level review of the County Administrator. Mr. Austin will be given an opportunity to let us know what he believes is important. Another survey will be implemented that will include several areas they would like to see addressed. It was stated the evaluation process does not have to be done like it has been done in the past. Chairman Barnes stated she will have a conversation with Chairman Franks to get any additional ideas for this process. Mr. Austin stated he does not expect this process to be completed in June. He provided a copy of his previous self-evaluation for review. He has had discussions with Human Resources and Ms. Kurtz on possible questions that could be included in the survey. The County Board members will be informed the survey is available to complete. The survey is answered anonymously and forwarded to the Human Recourse Department. Mr. Austin will then complete his self-analysis. The survey is then used to set up his goals for the coming year. The survey is usually done by the end of June and the whole process completed by September/October. Ms. Kurtz noted the most important issue is getting County Board member involvement. She reminded the committee members that only six members answered the survey questions last year, which is unacceptable. Chairman Barnes voiced frustration this has always been an issue. Ms. Kurtz stated, if the County Board members cannot take the time to answer the survey questions, they should not be allowed to have an opinion on Mr. Austin's performance. She stated that it is very insulting to this process and all of the County Board members should be required to participate in this process and answer these questions, as a part of their job. Ms. Kurtz suggested they each speak to three or four board members to encourage them to answer the suvey questions. Mr. Walkup suggested they each speak with their fellow district members. Chairman Barnes stated she likes this suggestion and requested each of the members to speak to their district members in regards to this requirement. If any of the members should need help with this process, it was suggested they get help from Ms. Kurtz or Mr. Heisler. Mr. Austin informed the committee members he will review his self-evaluation that was completed last year, which was different than what has been done previously and look ahead to see what the future needs may be. He stated that this, along with their discussions, will spark some additions to the goals for next year. He intends to use the same structure this year as he has in the past. Chairman Barnes suggested when they speak to their district members, they ask the County Board members about additional goals they would like to see addressed. Mr. Thorsen questioned what they expect to come from this process? Chairman Barnes noted, in the past, this committee would review the results and prepare a write up, in regards to Mr. Austin. A summary is then prepared by the committee chair for review by the County Board members. The committee members were informed this committee will review the information provided in order to create the written documentation. This written documentation is based on the information received from those that answered the survey. Chairman Barnes stated she does not believe it is this committee's job to be the only decision maker in this process. It was stated they want a fair and balanced process. The goal is to come up with fair and valid goals for Mr. Austin for the coming year.

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Chairman Barnes stated she would like to see more participation in this process than they have seen in the past. Ms. Kurtz voiced frustration as this process has been lacking in the past. She suggested she be allowed to work with the Human Resource Director in order to put together a formal process, with a timeline, with specific duties by people and documentation, to include within some rules/policy for them to follow for years to come. She stated they need to determine how to get value out of this process since the approach they have used in the past is not working. She suggested they add another component to the questions so after the questions are answered, the members have to answer why they feel the way they do. She stated, for ease of answering, some of the questions could be multiple choice. She stated if they are to obtain 24 different opinions, they may needs metrics to gauge their answers from. It was suggested the committee members spend the next couple of weeks, speaking with their fellow board members and Human Resources, with their ideas for discussion. Mr. Thorsen suggested the members speak to those that serve on other boards or commission on what procedures they use for their evaluations. He noted they may have additional ideas or approaches for this process. Chairman Barnes suggested they bring their questions forward to the next committee meeting for discussion/consideration. Ms. Kurtz suggested the goals be separated by what the Administrator is doing, and when. She stated they should also assess Mr. Austin on his leadership and communication skills. Chairman Barnes reminded the comittee members they need to have goals created that are appropriate and specific to Mr. Austin. She stated he needs to have some individual accountable goals too. The goals will be created after the evaluation is complete. The evaluation is based on past work that has already been done.

7. REPORTS

1. Administrator

Mr. Austin informed the committee members that they distributed the Strategic Plan to the Department Heads and Elected Officials in order for them to look at strategies they may be able to help accomplish. He and Mr. Hartman will work with a number of departments to provide opportunities for input to the plan. They are expected to meet with the Sheriff next week as well as Transportation, Planning and Development, IT and the Workforce Network. The other departments will be involved in the coming weeks.

Mr. Austin stated they are working to develop a more specific targeted Federal Legislative Agenda. A worksheet has been provided by our Federal Lobbyist that requests the County think about ideas for the program. They will continue to obtain ideas to include in this program. The first budget kick off meeting is being held to discuss the upcoming budget process. The second meeting is scheduled for tomorrow. The next quarterly Administrator's report will be presented to the County Board on June 15th during the Committee of the Whole meeting. Mr. Hartman informed the committee members they have been requested to look at the feasibility of video broadcasting the County Board meetings. The meetings already have the audio component though there are those who have requested they now research the possibility of videotaping the meetings. The IT staff is working on an approach to integrate a video system with the current broadcasting system. This would involve one fixed camera, put in place, for this process. The broadcasting would not involve spanning the members but would remain fixed. This would not be a

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high depth quality system. If they should want to increase the capability of the system, that would require additional funding. Chairman Barnes questioned if a staff member would move the camera around to view the people speaking. She was informed this would be a fixed camera that would remain fixed on the County Board. The system would integrate their votes so they could stop the broadcast to show the votes. The camera would then revert back to the recording of the board members. The committee members were informed they have not made any decisions regarding this request. They have brought forward this information per the request of this committee. There are some County Board members who would like to see the use of camera's implemented now. Since we already have the broadcasting component, the camera could be added. This could involve additional costs for the camera purchase. Mr. Hartman noted this is a rudimentary initial approach. If the County Board members should desire a more formal approach, it would require an additional investment. This is a way to provide a video component, without a significant investment, with minimal staffing. It was stated the more cameras that are included, additional staff will be needed. Chairman Barnes questioned who would manually switch the camera from the members to the recorded votes, as this would require staff. It was stated this would handled by current staff, as needed. Mr. Hartman informed the committee members that an additional security camera system may be needed for Annex A. There is no resolution at this time though he wanted to inform the committee members of this need. Mr. Hartman noted a bid has been sent out. The costs are to be determined though they suspect the costs will be below the threshold to require a resolution. Mr. Hartman is working with IT on the replacement of this sytem.

8. FUTURE TOPICS

None.


None.


None.

11. ADJOURNMENT

Noting no further business by the committee Mr. Walkup made a motion, seconded by Mr. Heisler to adjourn the committee meeting at 9:55 AM. The motion carried on a voice vote of all ayes.

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R E S O L U T I O N

6082 / SDBoone Page 1

RESOLUTION AUTHORIZING A BUSINESS ASSOCIATE AGREEMENT BETWEEN THE COUNTY OF MCHENRY AND THE MCHENRY COUNTY MENTAL HEALTH BOARD FOR

INFORMATION TECHNOLOGY SERVICES

WHEREAS, the County and the McHenry County Mental Health Board are both units of local

government as provided for in Article VII of the 1970 Illinois Constitution; and

WHEREAS, the 1970 Illinois Constitution (Article VII, §10(a)) and the Illinois Compiled Statutes (5

ILCS 220/3) provide authority for intergovernmental cooperation; and

WHEREAS, County of McHenry Resolution R-201412-20-338 entitled "Resolution Authorizing an

Intergovernmental Agreement Between the County of McHenry and the McHenry County Mental Health

Board for Information Technology Services", was passed by the County Board of McHenry County on

December 16, 2014, which established the Information Technology services relationship between the

entities; and

WHEREAS, on January 17, 2017, the County Board of McHenry County passed Resolution R-

201701-20-012; "Resolution Authorizing an Intergovernmental Agreement Between the County of

McHenry and the McHenry County Mental Health Board for Information Technology Services", which

renewed the relationship for Information Technology services; and

WHEREAS, both the County of McHenry and the McHenry County Mental Health Board seek to

further define the agreement, rights, and obligations of each party in connection with providing these

services through the attached Business Associate Agreement; and

WHEREAS, the Business Associate Agreement has been reviewed by the State's Attorney's

Office; and

WHEREAS, the Business Associate Agreement is recommended by the Internal Support and

Facilities, and Finance and Audit Committees.

NOW, THEREFORE BE IT RESOLVED, by this County Board of McHenry County, Illinois hereby

authorizes to enter into the Business Associate Agreement attached hereto and incorporated herein by

reference.

BE IT FURTHER RESOLVED, that the County Clerk is hereby authorized to distribute a certified

copy of this Resolution to the McHenry County Mental Health Board Executive Director; the Director of

Information Technology; the County Clerk; the State's Attorney; the County Auditor; the Associate County

Administrator - Finance; and the County Administrator.

DATED at Woodstock, Illinois, this 18th day of July, A.D., 2017.

_______________________________ Jack D. Franks, Chairman McHenry County Board

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ATTEST: _________________________________ Mary E. McClellan, County Clerk ATTACHMENTS:

BusinessAssoc Agmt (PDF)

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McHenry County Board Meeting: 06/14/17 08:15 AM County Board Room Department: Information Technology Woodstock, IL 60098 Category: General Prepared By: Sabrina Boone

SUBMITTED

RESOLUTION DOC ID: 6082

Page 3

TO: McHenry County Board FROM: Tom Sullivan DATE: June 14, 2017 SUBJECT: Resolution Authorizing a Business Associate Agreement Between the County of

McHenry and the McHenry County Mental Health Board for Information Technology Services

Board / Committee Action Requested: Approve Business Associate Agreement between the County of McHenry and the Mental Health Board. Under the current Intergovernemental Agreement, the Business Associate Agreement further defines the agreement.

Background and Discussion: Commencing in December of 2014, the County of McHenry and the McHenry County Mental Health Board entered into an Intergovernmental Agreement for Information Technology Services. As the initial term of the agreement was expiring, on January 17, 2017, the County Board of McHenry County passed Resolution R-201701-20-012; "Resolution Authorizing an Intergovernmental Agreement Between the County of McHenry and the McHenry County Mental Health Board for Information Technology Services", which renewed the relationship for Information Technology Services. The County of McHenry and the McHenry County Mental Health Board seek to further define the agreement, rights, and obligations of each party in connection with providing these services through the attached Business Associate Agreement. The Business Associate Agreement has been reviewed by the State's Attorney's Office. Impact on Human Resources: N/A

Impact on Budget (Revenue; Expenses, Fringe Benefits): N/A

Impact on Capital Expenditures: N/A

Impact on Physical Space: N/A

Impact on Other County Departments or Outside Agencies: Under the current Intergovernmental Agreement, the Mental Health Board has been able to reduce their annual information technology spend.

Conformity to Board Ordinances and Policies: N/A

Attachments / Appendices:

BusinessAssoc Agmt (PDF)

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BUSINESS ASSOCIATE AGREEMENT

This BUSINESS ASSOCIATE Agreement (this “Agreement”) is entered into this _____

day of ___________________, 2017, by and between The McHenry County Mental Health

Board (“MHB”) and McHenry County IT Department, (“MC-IT”).

RECITALS

A. Pursuant to the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”),

MHB has access to certain Protected Health Information (“PHI”) of individuals receiving

mental health services and access to PHI of employees.

B. MHB and MC-IT qualify as Business Associates under HIPAA.

C. MHB is seeking to receive information technology services and MC-IT has the expertise

to provide such services.

D. This Business Associate Agreement between the MHB and MC-IT shall only apply to

services rendered by MC-IT for maintenance and hosting of those MHB servers which

are protected by a firewall satisfactory to MC-IT and shall not apply to any web-based

servers. If at any point MC-IT determines that firewall protection on those servers

covered by this agreement are no longer satisfactory, MC-IT shall notify the MHB in

writing of any upgrades required to bring the security of such servers back to a

satisfactory level of protection. In the event MHB fails to arrange for such upgrades

within 30 days of notice by MC-IT, this Business Associate Agreement shall terminate.

E. In using or disclosing such PHI, MHB and MC-IT are required to comply with the

Standards for Privacy of Individually Identifiable Health Information and for the Security

of Electronic Protected Heath Information, pursuant to the Health Insurance Portability

and Accountability Act of 1996 (“HIPAA”) and its implementing rules and regulations,

and the Health Information Technology for Economic and Clinical Health Act

(“HITECH Act”) of the American Recovery and Reinvestment Act of 2009 (“ARRA”)

and its implementing rules and regulations, each as may be amended from time to time,

including those regulatory amendments of the Department of Health and Human Services

published at 78 Fed. Reg. 5566 (Jan. 25, 2013). Both parties are committed to complying

with these statutes, rules, and regulations.

NOW, THEREFORE, the parties, in consideration of the mutual agreements herein

contained and for other good and valuable consideration, the receipt and adequacy of which are

hereby acknowledged, do hereby agree as follows:

Article 1: Definitions

1.1 HIPAA Rules. HIPAA Rules shall mean the Privacy, Security, Breach Notification, and

Enforcement Rules at 45 CFR Part 160 and Part 164.

1.2 Terms in HIPAA Rules. The following terms used in this Agreement shall have the

same meaning as those terms in the HIPAA Rules: breach, business associate, covered

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entity, data aggregation, designated record set, disclosure, health care operations,

individual, minimum necessary, notice of privacy practices, protected health information,

required by law, secretary, security incident, subcontractor, unsecured protected health

information, and use.

1.3 Business Associate. Business Associate shall generally have the same meaning as the

term “business associate” at 45 CFR §160.103.

Article 2: Business Associate Use and Disclosure of PHI

2.1 Purpose. The purposes for use and disclosure of PHI by MHB to MC-IT are necessary

for MC–IT to perform the services to MHB, namely, handling MHB’s information

technology.

2.2 Receipt and Use of PHI. Satisfactory completion of these services by MC-IT may cause

MC -IT to be exposed to PHI contained on MHB servers, particularly, medical and

mental health records of both the individuals receiving services from and by MHB as

well as MHB employees.

2.3 Disclosure of PHI. Satisfactory completion of these services by MC-IT may from time to

time require MC-IT disclose PHI to third parties.

Article 3: Duties of the MC - IT

3.1 Limitations on Use and Disclosure of PHI. MC-IT shall not use PHI except as

permitted or required by this Agreement or as required by law.

3.2 Use Minimum Necessary. MC-IT agrees to limit the request, use, and disclosure of PHI

to the minimum necessary to accomplish the intended purpose of the use, disclosure, or

request in order to fulfill the purpose described above.

3.3 Use and Disclosure Cannot Violate Subpart E. MC-IT may not use or disclose PHI in

a manner that would violated Subpart E of 45 CFR Part 164 if done by MHB, except:

3.3.1 Use of PHI for Administration and Responsibilities. MC-IT may use PHI for

the proper management and administration or to carry out its responsibilities.

3.3.2 Disclosure of PHI for Administration and Responsibilities. MC-IT may

disclose PHI for the proper management and administration and to carry out its

responsibilities, provided (i) the disclosure is required by law or (ii) MC-IT

obtains reasonable assurances from the person to whom the information is

disclosed that it will be held confidentially and used or further disclosed only as

required by law or for the purposes for which it was disclosed to the person and

the person notifies MC-IT of any breach of the confidentiality of the information

of which it becomes aware.

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3.3.3 Data Aggregation Services. MC-IT may use PHI to provide data aggregation

services related to the health care services provided by MHB.

3.4 Safeguarding PHI. MC-IT shall use appropriate safeguards to prevent the use or

disclosure of PHI other than as permitted by this Agreement. With respect to electronic

PHI, MC-IT shall comply with Subpart C of 45 CFR Part 164.

3.5 Report Inappropriate Uses or Disclosures, Security Incidents, and Breaches of

Unsecured PHI. Upon discovery, MC-IT agrees to report to MHB in writing any use or

disclosure of PHI by MC-IT not permitted by this Agreement; any Security Incident; and

any breach of unsecured PHI as required by 45 CFR §164.410 as follows:

In the event that MC-IT discovers a breach of unsecured PHI, MC-IT agrees to notify

MHB without unreasonable delay, and in no case later than 30 calendar days after MC-IT

first becomes aware of the incident. MC-IT is deemed to have become aware of the

breach as of the first day such breach is known or, with the exercise of reasonable

diligence, would have been known to any person, other than the person committing the

breach, who is an employee, officer, or other agent of MC-IT. The notice must include, to

the extent possible, the identification of each individual whose unsecured PHI was the

subject of the breach; a brief description of what happened; the date of the breach and the

date of the discovery of the breach, if known; a description of the types of unsecured PHI

that were involved in the breach (such as full name, social security number, date of birth,

and home address); any steps the individuals should take to protect themselves from

potential harm resulting from the breach; and a brief description of what MC-IT is doing

to investigate the breach, mitigate losses, and protect against further breaches.

3.6 Mitigate Harmful Effects. To the extent practicable, MC-IT agrees to mitigate any

harmful effects known to MC-IT that are caused by the use or disclosure of PHI in

violation of this Agreement.

3.7 Require Compliance of Subcontractors. In compliance with CFR §§164.502(e)(1)(ii)

and 164.308(b)(2), MC-IT agrees to obtain from any subcontractors that create, receive,

maintain, or transmit PHI on behalf of MC-IT satisfactory assurances that the

subcontractor will appropriately safeguard the PHI and agree to the same restrictions and

conditions that apply to MC-IT with respect to such information.

3.8 Access to Information. Within [twenty (20) days] of MHB’s written request, MC-IT

shall provide MHB with access to PHI in a designated record set as necessary for MHB

to satisfy its obligations under 45 CFR §164.524. If MC-IT receives a request for access

to PHI in a designated record set directly from an individual, MC-IT will promptly

forward the individual’s request to Covered Entity to fulfill the request.

3.9 Incorporate Amendments. The parties acknowledge that the Privacy Standards permit

an individual who is the subject of PHI to request certain amendments of their records.

Upon MHB’s written request, MC-IT agrees to make any amendment(s) to PHI in a

designated record or take other measures as necessary to satisfy MHB’s obligations under

45 CFR §164.526. If MC-IT receives a request for amendment to PHI in a designated

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record set directly from an individual, MC-IT will promptly forward the individual’s

request to MHB to fulfill the request.

3.10 Accounting of Disclosures. Upon MHB’s written request, MC-IT shall make available

information to MHB concerning MC-IT’s disclosure of PHI for which MHB needs to

provide an individual with an accounting of disclosures as necessary to satisfy MHB’s

obligations under 45 CFR §164.528. Should an accounting of the PHI of a particular

individual be requested more than once in any twelve month period, MC-IT may charge

MHB a reasonable, cost-based fee. If MC-IT receives a request for an accounting of

disclosures directly from an individual, MC-IT will promptly forward the individual’s

request to MHB to fulfill the request.

3.11 Availability of Practices, Books, and Records. Unless otherwise prohibited by

applicable law, MC-IT agrees to make available to the secretary its internal practices,

books, and records relating to the use and disclosure of PHI received from MHB or

created or received by MC-IT on behalf of MHB for purposes of determining compliance

with the HIPAA Rules.

3.12 Compliance with Subpart E. To the extent MC-IT is to carry out one or more of MHB’s

obligations under Subpart E of 45 CFR Part 164, MC-IT agrees to comply with the

requirements of Subpart E that apply to MHB in the performance of such obligations.

Article 4: Duties of MHB

4.1 MHB shall not agree to any restrictions on the use or disclosure of PHI that might

adversely affect MC-IT’s ability to perform the services described above.

4.2 MHB shall notify MC-IT of any limitation(s) in the notice of privacy practices of MHB

under 45 CFR §164.520, to the extent that such limitation may affect MC-IT’s use or

disclosure of PHI.

4.3 MHB shall notify MC-IT of any changes in, or revocation of, the permission by an

individual to use or disclose his or her PHI, to the extent that such changes may affect

MC-IT’s use or disclosure of PHI.

4.4 MHB shall notify MC-IT of any restriction on the use or disclosure of PHI that MHB has

agreed to or is required to abide by under 45 CFR §164.522, to the extent that such

restriction may affect MC-IT’s use or disclosure of PHI.

4.5 MHB shall not request that MC-IT use or disclose PHI in any manner that would not be

permissible under Subpart E of 45 CFR Part 164 if done by MHB, except for those

activities described in 3.3.2 above.

4.6 MHB shall adopt a policy regarding the duties of the MHB employees in the event that a

MC-IT employee must perform onsite maintenance at the MHB. This policy shall include

but not be limited to, a confidentiality agreement to be signed by and MC-IT employee

upon entering the MHB premises and the requirement that an MHB employee accompany

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the MC-IT employee at all times. This policy and a sample of the confidentiality

agreement to be signed by MC-IT employees shall be presented to MC-IT within 30 days

of the execution of this agreement.

4.7 MHB agrees to provide training regarding the treatment of PHI to MC-IT employees who

will be performing services for the MHB at a time which is mutually convenient for both

parties. MHB agrees to keep any records relating to the training of MC-IT employees.

Article 5: Term and Termination

5.1 Term of Agreement. This Agreement shall be effective as of the date set forth above.

Either party hereto may terminate this Agreement for any reason or no reason at all upon

providing the non-terminating party with 90 days written notice.

5.2 Return of PHI at Termination.

5.3.1 Upon termination of the Agreement, MC-IT shall, where feasible, destroy upon

written consent of the MHB or return to MHB all PHI received from MHB or

created or received by MC-IT on behalf of MHB in connection with the

performance of its services. Where such return or destruction is not feasible, the

duties of MC-IT under this Agreement shall be extended to protect the PHI

retained by MC-IT. MC-IT agrees to limit further uses and disclosures of the

information retained to those purposes which made the return or destruction

infeasible.

5.3.2 Notwithstanding any other limitation in this section, MHB agrees that it is not

necessary for MC-IT to [return or destroy as applicable] PHI received from MHB,

or created or received by MC-IT on behalf of MHB if patient authorizations

permitting such retention have been executed.

5.4 Survival. The obligations of MC-IT under this Section shall survive the termination of

this Agreement.

Article 6: General Provisions

6.1 Governing Law. This Agreement shall be governed in all respects, whether as to

validity, construction, capacity, performance or otherwise, by the laws of the State of

Illinois, notwithstanding any conflict of interest rules that might otherwise apply and any

action to enforce this Agreement shall be brought in the 22nd Judicial Circuit, McHenry

County.

6.2 Regulatory References. A reference in this Agreement to a section in the HIPAA Rules

means the section as in effect or as amended.

6.3 Interpretation. Any ambiguity in this Agreement shall be resolved in favor of a meaning

that permits compliance with the HIPAA Rules and other applicable law.

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6.4 Enforceability. If any provision of this Agreement shall be held invalid or

unenforceable, such invalidity or unenforceability shall attach only to such provision and

shall not in any way affect or render invalid or unenforceable any other provision of this

Agreement.

6.5 Waiver. The waiver by either party of a breach or violation of any provision of this

Agreement shall not operate as, or be construed to be, a waiver of any subsequent breach

of the same or other provisions of this Agreement.

6.6 Independent Contractors. In the performance of the duties and obligations of the parties

pursuant to this Agreement, each of the parties shall at all times be acting and performing

as an independent contractor, and nothing in this Agreement shall be construed or

deemed to create a relationship of employer and employee, or partner, or joint venture, or

principal and agent between the parties.

6.7 The Agreement. This Agreement, including any exhibits attached hereto, constitutes the

entire Agreement among the parties hereto with respect to the subject matter hereof, and

supersedes any and all prior agreements or statements among the parties hereto, both oral

and written, concerning the subject matter hereof. This Agreement may not be amended,

modified, or terminated except by a writing signed by both parties. The parties agree to

take such action as is necessary to amend this Agreement from time to time for the parties

to comply with the requirements of the HIPAA Rules. This Agreement may be executed

in any number of counterparts, all of which together shall constitute one and the same

instrument. This Agreement shall be binding upon and inure to the benefit of the parties

hereto and their respective successors and assigns. Neither party shall assign or delegate

its rights, duties, or obligations under this Agreement, without the prior written consent of

the other party.

6.8 Notice. All notices or communications required or permitted pursuant to the terms of this

Agreement shall be in writing and will be delivered in person or by means of certified or

registered mail, postage paid, return receipt requested, to such party at its address as set

forth below, or such other person or address as such party may specify by similar notice

to the other party hereto, or by telephone facsimile with a hard copy sent by mail with

delivery on the next business day. All such notices will be deemed given upon delivery or

delivered by hand, on the third business day after deposit with the U.S. Postal Service,

and on the first business day after sending if by facsimile.

As to MHB: Executive Director

620 Dakota St.

Crystal Lake, Illinois 60012

As to the MC-IT: County of McHenry,

Director of Intellectual Property

2200 N. Seminary Avenue

Woodstock, Illinois 60098

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IN WITNESS WHEREOF, the parties hereto have executed this Agreement.

McHENRY COUNTY MENTAL

HEALTH BOARD McHENRY COUNTY

By: By:

Date: Date Z:\M\McHenryCoMentalHealth\BusinessAssoc.Agmt.docx

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R E S O L U T I O N

6038 / SEHartman Page 1

RESOLUTION AUTHORIZING THE RECLASSIFICATION OF POSITION #18001008 FROM ASSISTANT TO THE COUNTY ADMINISTRATOR TO ADMINISTRATIVE INTERN IN THE

COUNTY ADMINISTRATION DEPARTMENTAL ROSTER

WHEREAS, the Assistant to the County Administrator position, a full time position within County

Administration (listed as position #18001008 on the departmental roster) has been vacant since April

2017; and

WHEREAS, although staffing needs and workload within the County Administration Department

warrant the backfilling of this position as designed, it would be more financially prudent to reclassify and

redesign this position to a part time Administrative Intern position intended for a graduate student in light

of the County's financial challenges and desire to reduce its tax levy; and

WHEREAS, this change will save an estimated $18,563 in personnel costs for the remainder of

FY17 and $45,290 in projected personnel savings for FY18 for a combined estimated savings of $63,853;

and

WHEREAS, it is acknowledged that this reclassification is pursuant to the County’s objective to

identify opportunities for costs savings in connection with the goal of reducing the property tax levy by

10% and that at some appropriate point in the future, a request may be made to restore the position to its

current full time classification and grade; and

WHEREAS, upon review and discussion, the Internal Support and Facilities Committee, Human

Resources Committee, and Finance and Audit Committee concur with said reclassification and are

recommending approval by the County Board.

NOW, THEREFORE BE IT RESOLVED, by this County Board of McHenry County, Illinois that it

hereby authorizes and directs the Director of Human Resources to reclassify Position #18001008

(Assistant to the County Administrator) from a full time (1,950 hours annually) position at Grade 10E to a

part time Administrative Intern position (approximately 1,248 hours annually) starting at a non-graded

hourly rate of $16.50 effective July 1, 2017; and

BE IT FURTHER RESOLVED, that the County Clerk is hereby authorized to distribute a certified

copy of this Resolution to the Director of Human Resources; the Deputy County Administrator; the

Associate County Administrator - Finance; and the County Administrator.

DATED at Woodstock, Illinois, this 20th day of June, A.D., 2017.

_______________________________ Jack D. Franks, Chairman McHenry County Board

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ATTEST: _________________________________ Mary E. McClellan, County Clerk ATTACHMENTS:

Admin Intern Job Desc 2017 (PDF)

Asst to Intern Analysis (PDF)

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McHenry County Board Meeting: 06/14/17 08:15 AM County Board Room Department: County Administration Woodstock, IL 60098 Category: Personnel Prepared By: Scott E Hartman

SCHEDULED

RESOLUTION DOC ID: 6038

Page 3

TO: McHenry County Board FROM: Scott E Hartman DATE: June 14, 2017 SUBJECT: Resolution Authorizing the Reclassification of Position #18001008 from Assistant

to the County Administrator to Administrative Intern in the County Administration Departmental Roster

Board / Committee Action Requested: Authorizing the reclassification of the Assistant to the

County Administrator Position-full time to Administrative Intern-part time.

Background and Discussion: County Administration’s full time Assistant to the County

Administrator position has been vacant since April 2017. While the needs of County

Administration warrant the continuation of this position in its current form, the uncertainty of the

FY18 Budget and financial challenges facing the County make it more prudent to consider

converting this position from full time to part time and utilizing an administrative intern to fulfill

the core responsibilities of this position. The attached resolution reclassifies this position from a

full time salary grade 10E position to a part time non-graded position that will earn $16.50 /

hour. The net savings to the County for the remainder of FY17 is estimated to be $18,563 and

the projected savings for FY18 is estimated at $45,290 for an aggregate savings $63,853

though the end of next fiscal year.

A copy of the Administrative Intern job description has been attached.

Impact on Human Resources: This change will decrease the overall staffing level in County

Administration thereby causing the current workload and responsibilities to be spread onto other

positions which will impact general productivity, service and responsiveness.

Impact on Budget (Revenue; Expenses, Fringe Benefits): This change will provide an

estimated payroll and benefit savings of $63,853 though the end of FY18.

Impact on Capital Expenditures: None.

Impact on Physical Space: None.

Impact on Other County Departments or Outside Agencies: None.

Conformity to Board Ordinances, Policies and Strategic Plan: This change is pursuant to

the County Board’s policy to reduce the property tax burden in McHenry County.

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Resolution (ID # 6038) Meeting of June 14, 2017

Updated: 5/18/2017 8:13 AM by Deborah Merrill Page 4

Attachments / Appendices:

Admin Intern Job Desc 2017 (PDF)

Asst to Intern Analysis (PDF)

HISTORY:

05/23/17 Human Resources Committee RECOMMENDED

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ADMINISTRATIVE INTERN

JOB CODE 18601

EFFECTIVE DATE: MARCH 2017

JOB SUMMARY:

Under the direct supervision of the County Administrator/Deputy County Administrator, the

Administrative Intern will interact with the County leadership team, work on challenging projects, and

gain valuable knowledge of how the County operates. This position will provide professional level staff

assistance in the areas of research and analysis, procedural studies, and technical planning for a variety of

general or specialized projects to support the objective of the department to which assigned. In addition

to working in the Administration Department, the Intern will also have the opportunity to work in a

number of other areas including: finance/budgeting, human resources, purchasing, transportation,

community planning and development, law enforcement, information technology, groundwater

management, public health, and nursing home management. The degree of supervision varies with the

complexity of work assignments and the experience of the Intern.

ESSENTIAL FUNCTIONS:

Monitoring, tracking to the County’s Strategic planning process.

Assist/coordinate the County performance measurement efforts

Makes recommendations on the formulation of policies and procedures, including compiling

research, analyzing data, and doing statistical analysis to help organize policy alternatives

Assist with the McHenry County State and Federal Legislative program, including tracking

legislative bills.

Administers public relations policies and programs that cover the broad field of public relations

activities, including public information and employee information services.

Responds to requests for information from the media or designate another appropriate

spokesperson or information source.

Ensures that the most effective medium; audio –visual, video, graphic and photographic are

consistently used

Establish and maintain cooperative relationships with representatives of community, employee,

and public interest groups.

Demonstrate continuous effort to improve operations and work cooperatively and jointly to

provide quality customer service.

Conduct studies of administrative or operational problem areas

Assist supervisors in development of new programs or procedures

Perform other assigned duties that contribute to management objectives and at the same time

contribute to the employee’s career development.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

Bachelor’s degree in social science with a plan to pursue a Master’s Degree in Public

Administration while working as an intern.

Desire to work as a professional manager in the public sector.

Willingness to work at least 20 hours per week and full-time during the summer.

Knowledge of principles and practices of office management

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Title Grade Status Hours

From: Assistant to County Administrator 10E FT/Exempt 1950

To: Graduate Intern NG PT / Non 1248

FT Asst to PT Graduate

Reminder of FY 17* Admin** Intern***

Salary 20,767 8,712

IMRF (10.3%) 2,139 897

HI / Bene ~ 4,345 0

PR Tax (7.65%) 1,589 666

28,839 10,276

FY 17 Savings

Cost for FY 18

Salary 50,067 20,592

IMRF (9.98%) 4,997 2,055

HI / Bene ~ 10,619 0

PR Tax (7.65%) 3,830 1,575

69,512 24,222

FY 18 Savings

Total Savings FY17 & FY18

* July 1, 2017 to Nov. 30, 2017 - 22 weeks remaining

** At grade starting rate; assume 2% increase in FY18

*** At $16.50 / hr; 24 hours per week; no OT

~ Single HDHP prorated for FY17; 3% increase in FY 18, Maintain $500 HSA contrib and accident policy

63,853.17$

Cost Analysis

18,563.55$

45,289.61$

County of McHenry

Position 18001008 Reclassification Analysis

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Documents

Agenda - Wednesday, June 14, 2017