The Administrative Services Committee of the DeKalb County Board met Wednesday, February 7, 2001 at the new time of 7:00. p.m. at the DeKalb County Government Administration Building’s Conference Room East. Chairman Roger Steimel called the meeting to order. Members of the committee present were Ms. Sonya Conway, Mr. Tige Hoffman, Mr. Robert Hutcheson, Ms. Sue Leifheit, Mr. John Morreale, Ms. Ruth Anne Tobias and Mr. John A. Wilson. Mr. Robert Pritchard was absent. Also present were Ms. Joan Berkes, Mr. Ken Campbell, Mr. Gary Hanson, County Board Member Ms. Eileen Dubin, Mr. Greg Millburg and members of the press.

APPROVAL OF MINUTES

Mr. Hoffman moved, seconded by Mr. Hutcheson to accept the minutes of the Administrative Services Committee meeting of January 3, 2001. Motion carried unanimously by a voice vote.

Mr. Morreale moved, seconded by Ms. Leifheit to approve the evening’s agenda. Motion carried unanimously by a voice vote.

Chairman Steimel reminded the committee of the status of the e-mail policy since the last board meeting of the resolution with an amendment. A board member had purposed a revision of paragraph nine to replace the word "snooping" with "trespassing" subject to review by the State’s Attorney Office. Joan Berkes, Director of Information Management Office stated that the State’s Attorney said that the change was an acceptable one. Chairman Steimel reported the committee would report back to the board that the changes have been approved.

Mr. Hanson had sent by mail three annual abatements for the committee to review and handed out a fourth (which are on file in the Finance Office). Mr. Hanson said that the Public Building Commission mandates that the County Clerk automatically levy money when a lease agreement is signed. Mr. Hanson stated that it is anticipated when bonds are issued that those bonds will have other revenues paying them off such as the sales tax money from the County Farm Property. He further stated, if money comes in, the tax has to be abated or the County would have double the money needed. The abatements that acquires this actions is the ‘95 bond issue, the ‘97 bond issue, the Transportation Facility’s loan 1.5 million from the Public Building Commission which was also set up in the lease agreement, and the handout which is for the operating lease which pays for the maintenance of the Sycamore Campus, said Mr. Hanson.

Chairman Steimel asked Mr. Hanson to expand on the ‘97 bond issue for $l,017,508 tax levy and then abated to the amount of $763,131, 000. Mr. Hanson said that the Health Facility make up is 75% Nursing Home and 25% Health Department. He said that the Nursing Home, by it’s business plan and all of the agreements, is to pay their own operating expenses including debt service. Mr. Hanson continued to explain that that means the County abates the 75% portion but the part of Public Health which is 25%, or $250, 000.00 every year, be paid through property tax. He stated that hopefully when the old county home-site gets developed that the lease revenue is dedicated to offset that part of the levy that the County is not abating. Mr. Hanson commented that the County would not be lowering the taxes that were approved in November, he had already netted out all of the abatements anticipating that the committee would probably abate them. It was moved by Sue Leifheit, seconded by Ruth Anne Tobias to approve the resolutions and send them for approval to the County Board. Motion carried unanimously by a voice vote.

Chairman Steimel called on the County’s new Facilities Director Ken Campbell, to give the committee an update on Central Plant. Mr. Campbell said that his new position was like a "baptism by snow" referring to the work involved trying to clear all of the snow covered walks and parking lots for the County. Mr. Campbell distributed a booklet to the committee and will be placed on file in the Finance Office. He reported a new and improved "Work Order" which will improve efficiency in all departments, the creation of an electronic tracking system with the "work orders" by the Information Management Office, a survey to the department heads to collect information on improvements for Central Plant operations, and he has implemented weekly staff meetings. As a result of one of the meetings was a new slogan for Central Plant (DOCAT) which stands for D-Dependability, O-Ownership, C-Communication, A-Adaptability and T-Teamwork. Lastly, he spoke on a variety of other minor changes in the department and that he has received positive responses to those changes. He wanted to add one more item in response to Mr. Pritchard’s question from last month regarding whether or not the electrical circuits were traced down. He reported that they had been traced and labeled with the help of Information Management Office.

Mr. Hanson made mention of a Finance Office Quick Reference Phone Directory which was distributed to the committee and is attached with these minutes as Appendage 1. Because the Finance Office has had several new employees within the last year, changing duties, and new phone numbers, Mr. Hanson wanted to supply everyone with the most recent updated phone numbers.

Mr. Hanson sent out the Revenue Manual which was newly developed this year and a product by the Accounting Supervisor, a copy of which is available on file in the Finance Office. He said it would be a reference tool for the different departments and his hope is to improve it with time. Ms. Conway asked where the money goes from dog tags? Mr. Hanson stated that it runs the entire Animal Control Program. He ran down the process as the Health Department keeping two-thirds of the money collected, and one-third goes to the County Treasurer for the Animal Control Fund. This pays for animal kills such as livestock, etc for farmers without insurance, then after all claims are paid at the end of the year, the balance is given back to the Health Department to pay the cost of the Animal Control program. Ms. Conway asked if there were any plans to help with the Animal Shelter? Mr. Hanson told her the topic would be discussed at the upcoming Board Workshop

The Annual Audit started on Monday, February 5^th said Mr. Hanson. He shared with the committee that he had a "kick-off" meeting for the Audit. He invited the department heads and people within the departments who work with the Auditor’s to come, get acquainted, review the schedule, and receive a brief class on what accrual accounting is. He reported that approximately 45 people attended the voluntary meeting which depicted a very successful and productive meeting. He made mentioned Mr. Wilson’s attendance who represented the Administrative Services Committee. Mr. Hanson reported that the auditors will be on-site for about three weeks and then will be back at their office for a week or two and then departments could expect more calls to answer questions. Ms. Leifheit asked if the Revenue Manuals would be distributed to the full board or perhaps if there was interest by the full board, they could sign up for them at the workshop. Mr. Hanson said they could be done. Mr. Morreale stated that there is an impact fee for people who develop in an unincorporated area and the money runs to the Forest Preserve. Mr. Hanson said there was not a budget line item but there could be potentially some revenue from that so he will add that revenue next year. Mr. Hanson also stated that Terry Hannan, Forest Preserve, Superintendent had also suggested that the Finance Office put in the Community Foundations Funds that the County possesses.

DEPARTMENT GOALS

Chairman Steimel said that at the last County Board meeting Chairman Pritchard suggested that all committees take time to look it’s goals for the coming year. He opened the floor for free discussion of what they would like the committee to accomplish this next year. Most of the members spoke of a need for better communication. Types of communication discussed were:

Communication between each of the committees.

Communication between the committee’s departments and their committee members.

Communication of understanding the roles of the different committees.

A need for better communication in regards to minutes such as not just reporting on motions and resolutions so as to get a better idea of the discussion.

Communicating clearly what is on the planned agenda and that it is current so as to not have surprises.

Some members talked about spending more time reviewing the budget and how to help others who are unclear. Mr. Bockman and Mr. Hanson invite the members to discuss the budget and to help with questions or concerns.

Other goals were to keep an eye on the fund balances not getting too great but also that they do not get depleted with the tax-cap.

It was suggested that the committee have a mission statement to help define it and improve on it based on the mission statement.

Chairman Steimel liked the interchange of ideas and mentioned his intention of trying to get the most bang for the buck.

Ms. Leifheit moved, seconded by Mr. Wilson to adjourn the meeting at 7:56 p.m. Motion carried unanimously be a voice vote.

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Roger Steimel, Chairman

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Lisa K. Sanderson, Secretary