The Administrative Services Committee of the DeKalb County Board met Wednesday, April 3, 2002 at 7:00 p.m. at the DeKalb County Government Administrative Building’s Conference Room East. Chairman Steimel called the meeting to order. Ms. Conway, Mr. Hoffman, Mr. Hutcheson, Ms. Leifheit, Mr. Morreale, Mr. Pritchard, Ms. Tobias, and Mr. Wilson were present and in perfect attendance. Also present were Ms. Joan Berkes-Hanson, Mr. Ray Bockman, Mr. Ken Campbell, Mr. Gary Hanson, Chief Deputy Sheriff Kevin Hickey, Ms. Sharon Holmes, Ms. Christine Johnson, Mr. Ken Johnson, Ms. Karen Kahl, and Mr. Greg Millburg.

Mr. Wilson moved, seconded by Mr. Hutcheson to accept the minutes of March 3, 2002. Motion carried unanimously by a voice vote.

 

Mr. Hoffman moved, seconded by Ms. Leifheit to approve the agenda. Motion carried unanimously by a voice vote.

 

            Mr. Hanson distributed the proposal for the "Salaries for Elected Officials" which are attached to these minutes as Appendage 1 and will be placed on file along with these minutes in the Finance Office. Mr. Bockman reminded the committee that State Law requires them to set the salaries for "Elected Officials" who will be elected in this cycle, one hundred eighty days before they take office. He referred to the handout pointing out the changes starting in Fiscal Year 2003 - 2006. Recommendations were as follows:

• County Board Chairperson increase from $6,000 to $7,200
    
• County Board Vice Chairperson increase from $2,000 to $2,400
   
• Committee Chairs receive the same pay of $1,200 however, on an annual rather than monthly basis
   
• County Board Members per/Diem would increase from $60 to $70 in FY’s 2005 and 2006
   
• County Clerk and Recorder, Sheriff and Treasurer receive aside from the increases in salary shown on the attached sheet, a new recommendation offering a deferred compensation plan to be put in place for the afore named elected officials. A 3% flat level is recommended.

            Mr. Hutcheson asked if the deferred compensation plan was voluntary. Mr. Bockman stated that anyone at the County may participate in either of the two plans the County offers up to the legal limit of $11,000 per year. The appointed department heads are given a sliding scale from 2-5% based on tenure. They receive nothing the first year, between 2-7 years they receive 3%, between 7-15 years they receive 4%, and after 15 years and longer, is awarded 5%. The Sheriff’s salary was given a larger percentage due to compression issues in the department. Chairman Steimel stated that the Sheriff’s salary was below the medium when comparing his salary with other equivalent counties. Mr. Wilson asked if the deferred compensation would go higher? Mr. Bockman said it would not go higher as the recommendation is for a flat 3% rate. He explained that the program was modified by the Tax Portability and Accountability Act recently. This allows more flexibility than it used to be. Now if people leave employment they have the option to rolling these funds into a traditional IRA or move them to a subsequent employer. Mr. Hutcheson asked if consideration was given to salaries becoming equalized past this year. Mr. Bockman stated that in making this recommendation, he was not attempting to get everyone the exact rate of pay. The focus was on trying to keep the levels of pay most competitive so when the positions become available, the very best of the pool of candidates will consider the position. If using the new amendment to the deferred compensation program, Mr. Morreale asked if a person could use it "coming in" to the plan? Mr. Bockman and Mr. Hanson did not know. Mr. Morreale also said he would like to discuss the two issues separately. He thought the 3% deferred payment is a great element for everyone but he said that salaries raised above standard increases wasn’t necessary. A discussion ensued.

            Mr. Pritchard stated that the deferred compensation has been and is voluntary for people covered in the County, to do with their salary as they wish. The new proposal mandates the positions to take 3% of their salaries and invest it into a deferred compensation program. The proposal does not show what the compensation is and the committee agreed it should be listed on the proposal. Mr. Morreale and Ms. Tobias questioned the necessity of the sharp jump in the Sheriff’s salary. Chairman Steimel called on Chief Deputy Sheriff Kevin Hickey to speak to the committee. Using his research and with the help of the Sheriff’s Association, the statistics show that the Sheriff’s salary has fallen significantly compared to other comparable counties. The Sheriff’s salary is no where close to the Chief of Police in the City of DeKalb nor the Chief of Police N.I.U. He also reminded the committee of the Sheriff’s many duties and his unique position with the tremendous added responsibility of the jail.

Mr. Morreale moved, seconded by Ms. Leifheit to accept the Deferral Compensation Program of 3% for the County Clerk and Recorder, Sheriff and Treasurer. Motion carried by a majority voice vote.

Mr. Wilson moved, seconded by Ms. Conway to approve the salaries as reported on the attached sheet for elected officials and the County Board per diem schedule. Motion carried by a majority voice vote.

 

 

            Mr. Hanson introduced Karen Kahl, Accounting Supervisor in the Finance Office, to the committee. Ms. Kahl distributed a FY 2002 First Quarter Financial Report dated March 12, 2002, (a copy of which will be placed on file in the Finance Office). Mr. Hanson asked Ms. Kahl to go over the report that she prepared for the committee. She stated that the report is prepared by the Finance Office and is used as a tool to monitor departments individually. She reported that the data comes from expenditure and revenue reports, and using fund balances and cash balances from the end of each quarter. She reported that because this report is for the first quarter, the 12-01-2001 column is listed as an Unaudited Fund Balance, until they receive the finalized audit then it changes to the Audited Fund Balance. She continued her overview of the report explaining each column and category from each department. The year-to-date information is divided by the total budget to get a baseline percentage for each quarter. Any percentage that is out of the baseline is considered a variance. Those variances are then explained in the variance analysis report. This Financial Report combines the same statistics as in the past with the newly added Quarterly Financial Report Analysis. Mr. Bockman asked if the report could be programmed to anticipate variances that will always be there on the first quarter on revenues because departments will never receive the revenue until the second quarter. He explained, that the report has a variance because it anticipated the 25% of their revenues would be in this quarter. He asked if this information could be programmed so there would be no variances. Ms. Kahl reported that it could be done. Ms. Conway stated that the report on variances is important to be able to check from previous years. Mr. Hanson stated that this is why the report shows the prior year’s quarter and any trend can be seen. He also reported that the software shows you by each month, what the percentage of the budget it should be.

            Mr. Wilson had questions on the election area. He asked if monies from the State of Illinois for the election judges’ pay is 100% of the total election judges’ pay. Ms. Holmes answered no. Election judges are paid a $90.00 base and an additional $20.00 if they took the training. She receives $25.00 for each election judge from the State of Illinois. Mr. Wilson asked if the state reimbursement had ever been adjusted. Ms. Holmes acknowledged it had gone from $10.00 to $25.00 in 2000. Mr. Wilson asked when the judges receive their check. Ms. Holmes stated the judges receive a check from the County approximately three weeks from the date of the election. Mr. Wilson asked if there was withholdings on the amount of money. Ms. Holmes stated there was not. Mr. Hanson stated that the County used to have to pay unemployment tax on salary the County paid the election judges. He stated that with the help of Senator Brad Burzynski, the policy no longer exists. Chairman Steimel expressed his and the committee’s gratitude to Ms. Kahl for her report.

Mr. Hutcheson moved, seconded by Mr. Wilson to adjourn at 8:09 p.m. Motion carried unanimously by a voice vote.

 

Respectfully submitted,

_____________________
Roger Steimel, Chairman    

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Lisa K. Sanderson
Secretary