County Operations Committee Agenda Packet 2015526

AGENDA
County Operations and Physical Plant
Committee
Tuesday, May 26, 2015
@ 12:30 PM
Peoria County Courthouse, Room 402
1. Call to Order
2. Approval of Minutes
• March 23, 2015 (Executive Session)
• April 27, 2015 (Regular Session)
3. Informational Items / Reports / Other Minutes / Updates
• Quarterly Committee Budget Report
• New Hire & Vacancy Reports
• MBE Committee Update
• Facilities Master Plan
• Courthouse Water Leak Update
4. Resolutions
• Purchase of a 2015 Prisoner Transport Van
• Whistleblower/Anti-Retaliation Policy
• Peoria County Election Commission Authorized FTE Count Increase (under separate
cover)
5. Discussion
• Customer Service
6. Miscellaneous
7. Adjournment
Table of Contents
Agenda
April 27, 2015
Minutes
Quarterly Committee Budget Report
agenda briefing
budget report
New Hire & Vacancy Reports
Agenda Brief
New Hire Report
Vacancy Report
Facilities Master Plan
Matrix
Purchase of a 2015 Prisoner Transport Van
Agenda Briefing
Bid Documentation
Bid Report
Resolution
Whistleblower/Anti-Retaliation Policy
Agenda Briefing
Policy
Resolution
2
3
6
7
13
14
15
19
24
25
36
41
42
43
45
DRAFT
MINUTES
County Operations and Physical Plant Committee
April 27, 2015
@ 12:30 p.m.
MEMBERS
PRESENT:
MEMBERS
ABSENT:
OTHERS
PRESENT:
Michael Phelan, Chairman; Phillip Salzer - Vice-Chairman, Mary
Ardapple, Brad Harding, Stephen Morris, Rachael Parker, Paul
Rosenbohm, William Watkins, Jr.
Scott Sorrel, Kate Van Beek, Mark Rothert - Assistant County
Administrators; William Atkins - State's Attorney's Office; Carol Trumpe County Board Member; Randy Brunner - Finance; Steve Sonnemaker County Clerk; Jennifer Fulton - Strategic Communications; Jason Hauer Recorder of Deeds; Judge Stephen Kouri - Courts; Rena' Parker - Court
Administration; Shauna Musselman, Vicki Willis - County Administration;
Daniel O'Connell- Director of Facilities; Doug Gaa - Sheriff's Office; Bonnie
Eeten, Bill Shock - Unland Companies
Call to Order
Chairman Phelan called the meeting to order at 12:30 p.m.
Approval of Minutes
A motion to approve the minutes of March 12, 2015 and March 23, 2015 was made by Mr. Salzer
and seconded by Mr. Watkins. The motion carried.
Informational
 New Hire & Vacancy Report
Mr. Sorrel noted that a Clinical Dental Assistant at the Health Department has been hired as a
replacement for an employee who left as a result of the VRI. He advised that a recruitment firm
has been retained for recruiting of a Heddington Oaks Administrator. He also noted the pending
vacancy of the PCAPS Director, and advised that a recruitment firm will be utilized for the position
due to the specialized leadership aspects of the role. He stated that a recruiter has not been
selected for the PCAPS Director as yet, while the cost of recruitment services for the Heddington
Oaks Administrator is anticipated to be within the spending authority of the County Administrator.
 VRI Report
Mr. Sorrel advised that VRI numbers within the General Fund continue to be in line and tracking in
the right direction. He stated that Staff is monitoring several revenues and expenses, particularly
within State Shared Revenues in terms of Income Tax.
 MBE Committee Update
Mr. Rothert advised that the Minority Business Enterprise Contractor Development Program will
be ending in May; contractors continue to be engaged in training and pursuing job opportunities.
A proposal will be introduced later on this agenda to review the sustainability of the program in
future years. He stated that several meetings have been held with important stakeholders key to
the future success of the program.
3
 Facilities Master Plan
Mr. Sorrel summarized the status of FY2014/15 budgeted projects and projects with high and
medium priority. He noted that several projects with a high and medium status have been
completed. Ms. Parker questioned why issues related to the Peoria Riverfront Museum are not
included in the Master Plan, and Mr. Sorrell indicated the museum was a part of the original scope
of the Plan, as the facility was new and the focus was on other County buildings. He stated that the
museum is a priority and Staff will determine how best to report status.
 Courthouse Water Leak Update
Mr. Sorrel advised that Courtroom 123 is operational, and staff has met with the architect in
regards to the remodel of Courtrooms 222 and 322. The remodel creates an opportunity for
change, in particular making the witness stand and jury box wheelchair accessible and allowing for
a better integration with current technology.
Mr. Sorrel advised that staff is working with an independent vendor who has subject matter
expertise in the building automation system software that was purchased from Johnson Controls,
and has requested a proposal from the vendor to perform a system audit and evaluation. He
anticipates that the cost will be within the spending authority of the County Administrator, with the
vast majority of the work to be done via remote access.
Resolutions
 Employee Health Plan Updates
A motion to approve was made by Mr. Harding and seconded by Mr. Rosenbohm. Ms. Van Beek
advised proposed document incorporates changes that reflect both current practice and PPACA
required changes. Ms. Musselman outlined major revisions, including the expansion of pediatric
dental and vision benefits from age 18 to 21, and the out-of-pocket expense for medical and
prescription costs. The motion carried.
 Residency Policy
A motion to approve was made by Mr. Salzer and seconded by Mr. Watkins. Ms. Van Beek advised
that the document establishes a residency policy for all department head positions that are under
the jurisdiction of the County Administrator. The policy would immediately impact all new hires in
that category, while grandfathering in the individuals currently in those positions who live outside
Peoria County. Mr. Harding stated that with the recent, concerted efforts of Peoria County towards
regionalism, a mandate to live within the confines of the County seems counterproductive. Mr.
Sorrel noted that the policy informs that the County Administrator may grant a waiver if
extenuating circumstances exist or if a newly hired department head lives in the Peoria MSA. He
further clarified that the boundaries of the Peoria MSA encompass Peoria, Woodford, Tazewell,
Marshall and Stark Counties. The motion carried, with Mr. Harding voting nay.
 Second Year Funding Support for MBE Contractor Development Initiative
A motion to approve was made by Ms. Parker and seconded by Ms. Ardapple. Mr. Rothert advised
that staff is proceeding with plans to raise funds for the second, third and fourth years of the
program. He stated that Peoria County would pursue sponsorship campaigns with local
governments, major employers, the State of Illinois and area prime contractors to support the
program. He advised that the resolution requests a funding commitment of $20,000.00 for the
coming year, as well as support of the continuation of the MBE Contractor Development Initiative
as a multi-year program. He added that additional years of funding would be approved annually by
the County Board.
Ms. Ardapple stated that although she supports the program, it sends a mixed message for Peoria
County, as the lead organization, to approve only one year of financing, particularly as other
outside stakeholders are agreeing to multiple year commitments. Mr. Phelan advised that a
decision was made to limit the funding to one year due to financial constraints and concerns.
4
Mr. Atkins stated that unless there is a contractual agreement, this Board cannot bind future
Boards and cannot bind the current Board for the coming year. He further clarified that although it
is within the authority of the County Board to state an intention and/or to contract, it is not within
the authority of this Board to bind future Boards.
Ms. Ardapple made a motion to amend the resolution to state Peoria County support for years two,
three and four of the MBE Minority Contractor Development Program at an amount no less than
$20,000.00 per year. Ms. Parker seconded, and the motion to amend carried unanimously.
The motion to approve the resolution as amended carried unanimously.
It was emphasized by Mr. Rothert that if the program is unable to reach the desired goal, the
program would be scaled down to fit within the available funding level.
Discussion
 Customer Service
Mr. Sorrel advised that Staff has received no positive citizen feedback within the past month, and
one complaint related to an open violation which is being referred to the State's Attorney's Office.
He stated Human Resources has developed a curriculum and are searching for a customer service
trainer for training opportunities based upon feedback from an internal survey of elected officials'
offices and departments.
 Efficiency Study
Mr. Sorrel advised that the RFP for the Efficiency Study was issued April 15, 2015. Four vendors
attended a Pre-Proposal Meeting this morning, and final proposals are due by May 8, 2015. He
briefly outlined the expected scope of work, noting that a two-tiered approach has been identified,
from both from a scheduling and a deliverable standpoint. The first tier is higher level which will
be accomplished within a timeframe as to allow utilization in the FY2016 budget process, and
which will identify and recommend a more detailed examination into specific areas of the
organization. Strategy would then be planned accordingly based upon those recommendations.
Ms. Ardapple advised that an ad-hoc committee has been formed, under the County Board and
Elected Officials Collaborative Committee, to review the RFP's.
Mr. Harding stated that he is opposed to seeking an external vendor, as Peoria County has local
and internal expertise and he is not in favor of investing in an outside firm with little knowledge of
the ongoing efforts of the County.
Miscellaneous
Mr. Sonnemaker updated the committee on the status of the timeline for the War Memorial.
Ms. Trumpe commended the recommended expansion of the MBE Contractor Development
Initiative to include veterans; however, suggested that the recommended change in terminology of
MBE to DBE (Disadvantaged Business Enterprise) be revised to reflect a more positive statement
for the individuals included in the program.
Adjournment
The meeting was adjourned by Chairman Phelan at 1:55 p.m.
5
AGENDA BRIEFING
COMMITTEE:
County Operations
MEETING DATE: May 26, 2015
LINE ITEM: N/A
AMOUNT: N/A
ISSUE:
For INFORMATION: Monthly Facilities and Space Planning Committee Budget Report
BACKGROUND/DISCUSSION:
This quarterly departmental budget report covers revenue and expenditure activity for the period ending March
31, 2015. Accordingly, revenues and expenses should be approximately 25% of their budgeted levels on a
prorated basis.
Departments included: General County (Program 816); County Board; Facilities
Funds included: IMRF; FICA; Public Facilities Sales Tax; Capital Projects; ICCJS; Parking; IT
Services; Employee Health; Risk Management; Veterans War Memorial
Revenues:
• Through March, this is how these revenues in General County are doing compared to 2014 budget:
• Public safety sales tax (February last month received)
($26,000)
• Income Tax
+$102,000
• PPRT
+$25,000
• Local Use (January last month received)
($18,000)
• Sales (February last month received)
+$39,000
• Supplemental (February last month received)
($41,000)
• Public Facilities sales tax revenue will mirror Public Safety sales tax figures.
• Parking Facility parking revenues are at 22.6% of budget projections through March. Daily parking
revenues have declined 16.7% from 2014 and employee parking revenues have declined 5.0%. revenues.
Expenditures:
• Expenditures for the Facilities department are at 12% of budget through March. Bel-Wood expenses are
not included in the FY 2015 figures
• IMRF expenses are at 22% through March versus 24% in 2014. VRI reductions should result in IMRF
expense savings of about $340,000 below budget for FY 2015.
• FICA expenses are at 22% through March versus 25% in 2014. VRI reductions should result in FICA
expense savings of about $260,000 below budget for FY 2015.
• Other expenses are routine year-to-date through March.
COUNTY BOARD GOALS:
WORLD CLASS PUBLIC FACILITIES
STAFF RECOMMENDATION:
N/A
COMMITTEE ACTION:
INFORMATIONAL ITEM
PREPARED BY:
DEPARTMENT:
Randy Brunner, Assistant Chief Financial Officer
Finance
DATE:
6
May 20, 2015
7
8
9
10
11
12
AGENDA BRIEFING
COMMITTEE: County Operations Committee
MEETING DATE: May 26, 2015
LINE ITEM:
AMOUNT:
ISSUE: New Hire/Vacancy Update
BACKGROUND/DISCUSSION:
The County Operations Committee recently supported an initiative proposed by the County
Administrator to enact a hiring freeze for all departments reporting directly to the Administrator's
office (some exceptions apply) and for all hires made anywhere in the County being reviewed by the
Committee. It was further recommended that Elected Officials participate in the hiring freeze.
The County Board reviewed and supported this action.
Attached is a report of hires made in Peoria County in recent weeks as well as a list of current
vacancies for review by the Committee.
COUNTY BOARD GOALS:
HIGH PERFORMING PUBLIC ORGANIZATION
STAFF RECOMMENDATION:
Review report and file.
COMMITTEE ACTION:
PREPARED BY: Shauna Musselman, Assistant HR Director
DEPARTMENT: County Administration
DATE:
May 20, 2015
13
MAY 2015
COUNTY OPERATIONS
NEW HIRE REPORT
Hire Date
Department Title
Position Title
Status
Rationale
Vacancy Created
4/1/2015
4/3/2015
4/7/2015
4/11/2015
4/11/2015
4/14/2015
4/29/2015
4/29/2015
4/1/2015
4/7/2015
4/9/2015
4/27/2015
4/29/2015
4/27/2015
HEDDINGTON OAKS
Housekeeping
Housekeeping
Laundry
CNA
CNA
CNA
CNA
Laundry
Correctional Officer
Records Clerical Receptionist
Intern
Temporary
Temporary
Temporary
Temporary
Temporary
Temporary
Temporary
Temporary
Fulltime
Fulltime
Temporary
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
3/27/2015
3/9/2015
N/A
Administrative Specialist I
Kennel Technician
Breastfeeding Counselor
Fulltime
Temporary
Fulltime
cover our full time employees days off/vacation coverage
cover our full time employees days off/vacation coverage
cover our full time employees days off/vacation coverage
cover our full time employees days off/vacation coverage
cover our full time employees days off/vacation coverage
cover our full time employees days off/vacation coverage
cover our full time employees days off/vacation coverage
cover our full time employees days off/vacation coverage
Replacement for employee that has left
Replacement for employee that has left
Grant Funded Position
Replacement for employee that has left
Due to increased seasonal workload
Replacement for employee that has left
SHERIFF
STATES ATTORNEY OFFICE
PCAPS
HEALTH
14
2/27/2015
N/A
3/26/2015
Peoria County
Vacancies
as of 05/15/2015
Dept
COUNTY ADMIN
SAO
CIRCUIT CLERK
COURTS
Position Title
Grade
Authorized
FTE
Number
Filled FTE
Vacancy
FTE
ORG
COUNTY ADMINISTRATOR
RURAL ECON DEV COORDINATOR
19
12
1.000
1.000
0.000
0.000
1.000 GENERAL FUND
1.000 GENERAL FUND
2.000
TOTAL
ADMINISTRATIVE PROSECUTING ATTORNEY
ASST ST ATTY/DOMESTIC VOILENCE
ASST ST ATTY/FELONY
ASST STATES ATTY, MISDEMEANOR P/T
ASST ST ATTY/TRAFFIC
COORDINATOR, VIOLENCE VICTIM
13
13
13
13
13
10
1.000
2.000
6.000
1.000
3.000
1.000
0.000
1.000
5.000
0.400
1.000
0.000
1.000
1.000
1.000
0.600
2.000
1.000
6.600
BOOKKEEPER
CLERK, ARCHIVES
COMPLIANCE CLERK
CLERK, DEPUTY COURT CRIMINAL
CLERK, DEPUTY PROBATE
CLERK,DEPUTY TRAFFIC
PASSPORT SPECIALIST
7
5
5
7
7
5
7
3.000
1.000
2.000
5.000
1.000
4.000
1.000
2.000
0.000
0.000
4.000
0.000
3.000
0.000
1.000
1.000
2.000
1.000
1.000
1.000
1.000
8.000
ASSISTANT COURT ADMINISTRATOR
P/T COORDINATOR, VISITATION CENTER
ADMINISTRATIVE CASELOAD MANAGER
INTENSIVE SUPERVISION OFFICER
ADULT PROBATION OFFICER/DRUG COURT
JUVENILE PROBATION OFFICER
PRETRIAL PROBATION OFFICER
COORDINATOR,CASE
14
9
8
11
10
10
11
7
1.000
1.000
1.000
5.000
1.000
11.000
3.000
1.000
0.000
0.500
0.000
4.000
0.000
10.000
1.000
0.000
Page
151
GENERAL FUND
GENERAL FUND
GENERAL FUND
GENERAL FUND
GENERAL FUND
GENERAL FUND
TOTAL
GENERAL FUND
GENERAL FUND
GENERAL FUND
GENERAL FUND
GENERAL FUND
GENERAL FUND
GENERAL FUND
TOTAL
1.000 GENERAL FUND
0.500 EDUC TRANSITION
1.000 GENERAL FUND
1.000 GENERAL FUND
1.000 GENERAL FUND
1.000 GENERAL FUND
2.000 GENERAL FUND
1.000 GENERAL FUND
8.500
TOTAL
VRI
Posted
or
Actively
Hiring
X
VRI
VRI (1)
X
X
2015 Entry
Level Salary
contract
$48,946
$48,946
$53,649
$53,649
$53,649
$32,189
$107,299
$36,712
$337,147
$30,368
$26,187
$52,374
$30,368
$30,368
$26,187
$30,368
$226,220
VRI
VRI
X
VRI
X
X
$58,157
$19,771
$32,282
$40,372
$37,779
$37,779
$80,744
$34,218
$341,102
Peoria County
Vacancies
as of 05/15/2015
Dept
SHERIFF
FACILITIES
Position Title
Grade
Authorized
FTE
Number
Filled FTE
DETECTIVE
OFFICER, CORRECTIONAL
RECORDS/CLERICAL RECEPTION
TECHNICIAN, JAIL
10
7
6
6
8.000
60.000
6.000
13.000
7.000
57.000
5.000
12.000
MAINTENANCE ENGINEER, SHERIFF
MAINTENANCE ENGINEER
8
8
4.000
3.000
2.000
2.000
Vacancy
FTE
VRI
GENERAL FUND
GENERAL FUND
GENERAL FUND
GENERAL FUND
TOTAL
VRI
VRI
VRI
$52,517
$115,218
$28,558
$37,080
$233,373
2.000 GENERAL FUND
1.000 GENERAL FUND
HEDDINGTON
X (1)
VRI
$64,556
$32,278
1.000
3.000
1.000
1.000
6.000
3.000
RECORDER OF DEEDS CLERK,DEPUTY
P&Z
COUNTY CLERK
AUDITOR
EMA
Posted
or
Actively
Hiring
2015 Entry
Level Salary
ORG
TOTAL
$96,834
5
2.000
0.000
2.000 GENERAL FUND
2.000
TOTAL
INSPECTIONS COORDINATOR
11
1.000
0.000
1.000 GENERAL FUND
1.000
TOTAL
VRI
$44,281
$44,281
CLERK, DEPUTY COUNTY
CLERK II, DEPUTY ELECTIONS
DIRECTOR OF ELECTIONS AND FINANCE
5
7
11
1.000
2.000
1.000
0.000
1.000
0.000
1.000 GENERAL FUND
1.000 GENERAL FUND
1.000 GENERAL FUND
3.000
TOTAL
VRI
$26,167
$30,368
$44,905
$101,440
P/T ASSISTANT AUDITOR
INTERNAL AUDITOR
8
9
1.000
1.000
0.380
0.000
0.620 GENERAL FUND
1.000 GENERAL FUND
1.620
TOTAL
VRI
VRI
ASSISTANT DIRECTOR/OPERATIONS
DIRECTOR, EMA
8
12
1.000
1.000
0.000
0.000
1.000 GENERAL FUND
1.000 GENERAL FUND
2.000
TOTAL
Page
162
$52,374
$52,374
1.0000
1.0000
$19,926
$37,273
$57,199
1.0000
1.0000
$32,278
$48,946
$81,224
Peoria County
Vacancies
as of 05/15/2015
Dept
HEALTH
HIGHWAY
R & RC
Position Title
Grade
Authorized
FTE
ASSISTANT, LEAD SAFE PROGRAM
Number
Filled FTE
Vacancy
FTE
ORG
6
COORDINATOR, COMMUNITY HEALTH IMPROVEMEN 11
HEALTH PROTECTION SERVICES COORDINATOR
11
DIR OF HEALTH PROTECTION/ASST PUBLIC HEALTH 16
HEALTH EDUCATOR
10
C & F HEALTH PROG CLINIC OPER MGR
12
CLINIC NURSE
9
PUBLIC HEALTH NURSE P/T
10
PUBLIC HEALTH NURSE
10
SANITARIAN
10
1.000
1.000
1.000
1.000
1.000
1.000
1.000
0.500
4.000
9.000
0.000
0.000
0.000
0.000
0.000
0.000
0.000
0.000
2.000
7.000
1.000
1.000
1.000
1.000
1.000
1.000
1.000
0.500
2.000
2.000
11.500
HEALTH
HEALTH
HEALTH
HEALTH
HEALTH
HEALTH
HEALTH
HEALTH
HEALTH
HEALTH
TOTAL
CIVIL ENGINEER II
CONSTRUCTION ENGINEER IV
SIGN DEPARTMENT
ENGINEER TECH II
ET IV/PROF LAND SURVEYOR
11
13
3
8
10
1.000
1.000
1.000
3.000
1.000
0.000
0.000
0.000
1.000
0.000
1.000
1.000
1.000
2.000
1.000
6.000
HIGHWAY
HIGHWAY
HIGHWAY
HIGHWAY
HIGHWAY
TOTAL
AUDITOR/INSPECTOR,SWM
8
1.000
0.000
1.000
R & RC
1.000
TOTAL
VRI
Posted
or
Actively
Hiring
VRI
VRI
X
X
X
X
X
2015 Entry
Level Salary
$27,249
$44,073
$44,073
$69,095
$34,570
48,039
32,646
17,285
69,140
$69,140
$455,310
$37,482
$44,527
$64,417
$64,557
$42,768
$253,751
VRI
$32,718
$32,718
JDC
COUNSELOR, YOUTH/SUPR
10
40.000
36.000
4.000
4.000
JDC
TOTAL
X
$151,116
$151,116
HEDDINGTON
FOOD SERVICE ASSISTANT I
CNA-1ST SHIFT
CNA-2ND SHIFT
CNA-3RD SHIFT
4
6
6
6
14.000
27.000
29.000
14.000
13.000
24.000
25.000
8.000
1.000
3.000
4.000
6.000
HEDDINGTON
HEDDINGTON
HEDDINGTON
HEDDINGTON
X
X
X
X
$20,363
$70,462
$93,949
$140,924
Page
173
VRI/1
Peoria County
Vacancies
as of 05/15/2015
Dept
HEDDINGTON
Position Title
MEDICARE/MDS COORDINATOR
ADMISSIONS SALES MARKETING DIRECTOR
EXECUTIVE DIRECTOR, HEDDINGTON OAKS
JANITOR, ENVIRONMENTAL SERVICES
LPN-3RD SHIFT
RESTORATIVE REHABILITATION NURSE
2ND SHIFT RECEPTIONIST
1ST SHIFT MEDICARE RN
2ND SHIFT MEDICARE RN
3RD SHIFT MEDICARE RN
LAUNDRY SUPERVISOR
ENVIRONMENTAL SERVICES TECH I
ENVIRONMENTAL SERVICES TECH II
LAUNDRY TECHNICIAN
Grade
Authorized
FTE
11
9
17
2
9
10
5
10
10
10
6
2
5
2
Page
184
1.000
1.000
1.000
3.000
6.000
1.000
1.000
1.000
3.000
1.000
1.000
8.000
1.000
6.000
Number
Filled FTE
0.000
0.000
0.000
2.000
5.000
0.000
0.000
0.000
2.000
0.000
0.000
5.000
0.000
3.000
Vacancy
FTE
ORG
1.000
1.000
1.000
1.000
1.000
1.000
1.000
1.000
1.000
1.000
1.000
3.000
1.000
3.000
32.000
HEDDINGTON
HEDDINGTON
HEDDINGTON
HEDDINGTON
HEDDINGTON
HEDDINGTON
HEDDINGTON
HEDDINGTON
HEDDINGTON
HEDDINGTON
HEDDINGTON
HEDDINGTON
HEDDINGTON
HEDDINGTON
TOTAL
98.220
GRAND TOTAL
VRI
Posted
or
Actively
Hiring
X
X
X
X
X
X
X
X
X
VRI (1)
VRI (1)
X
2015 Entry
Level Salary
$35,942
$33,943
$75,388
$17,160
$37,960
$35,988
$26,024
$35,998
$35,998
$35,998
$28,332
$51,480
$21,986
$51,480
$849,375
$3,362,410
Facilities Master Plan
Project Status Update
PRIORITY
FACILITY
Courthouse
PROJECT
ISSUE
SOLUTION
Elevator Upgrade Elevators C & D (public elevators on the Hamilton Square side of the Courthouse) are no longer code compliant.
Upgrades to restore code compliance
New Front Doors Access/Egress Security
Renovate all entry and exit points including Sallyport
FY2014 / FY 2015 BUDGETED
Courthouse
Jail
Jail
Jail
Jail
Jail Central Control Central Control equipment at the Jail is the Final phase of project. Update cell block guard stations/control centers; intercom original from 1985 & controls doors, alarms, cameras. It provides the electronic systems; & additional video cameras
backbone of jail Security
Jail Generator / Generator & Transfer Switch for 1985 Jail Replace Generator & Transfer Switch for Transfer Switch
have far exceeded useful life & parts are 1985 Jail
not available. 24/365 power is necessary at the Jail.
Jail Improvements Mechanical systems in cell blocks of 1985 jail need replacement.
Jail Locks Electrical, Plumbing, HVAC, & Locks will be replaced in 1 cell block per year for next 8 years.
Cell locks at the Jail are beyond their useful Replace locks in batches as funds are life and require replacement.
appropriated
Fire Alarm Panel
Jail
Jail
JDC
Coroner / CAC
JDC
Fire alarm panel, many detectors and Phase 1 is to engage a consultant to related equipment is at or beyond its useful design and develop specifications for a life.
replacement system.
Jail Kitchen / Need expanded capacity Study physical, operational & cost Laundry Expansion
feasibility of expanding Jail Building To better control the HVAC systems at JDC, Design, procure, and install technology Automation System additional controlers are needed along with needed to achieve result.
the infrastructure for the controlers to talk to the building automation system.
Gift Ave Roof & Fascia
Sloped roof & vertical fascia are beyond warranty & useful life and leak.
Replace sloped roof & vertical fascia
JDC Site Grading
Sally Port Road washes out / floods preventing transport
Regrade drainage ares
Updated: 5/20/2015
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STATUS
Kone has ordered materials for upgrade. Project starts in Spring 2015
Might be delayed and funds reallocated, if needed, to courts remodel.
In progress
Installation to be done using T&M vendor. Capital purchase from Gov't Purchasing Contract.
RFP specifications being written
One cell block expected to be completed in 2015
RFP planned for Q2 / Q3.
RFP for Architectural and Engineering Services in Q3‐
Q4.
Planned for Q2 / Q3
Bid specifications being written
COMPLETE
Facilities Master Plan
Project Status Update
PRIORITY
FACILITY
ALL
PROJECT
Paper Records Storage
Heddington Oaks
Bel‐Wood
Hazardous Materials
Space Utilization
ISSUE
SOLUTION
Record Storage & Management
Conduct more indepth analysis & study
Basement Storage Compartmentalization & See reference above to County‐wide Security
study
Hazardous Materials
Review and Update 2007 M & O Environmental Co. Survey and Abatement Estimate
Space Utilization & Operational Efficiency Conduct Analysis/Study
STATUS
Future Project
Future Project
Future Project
Future Project
Departmental meeting space
HIGH Life Safety Deficiencies
EMA Options
EMA
Future Use of HCWC Options
HCWC
Highway
JDC
Study size and number of shared meeting Future Project
spaces
Life Safety Deficiencies
Conduct Health Life Safety Survey & Future Project
Implement Corrective Measures
Physical environment no longer conducive Develop a short & long term facility Future Project
replacement plan.
to operational mission
Roof Leaks
Replacement Bids Received
Future Project
Adaptive Re‐use for the public good w/o Develop Business Plan to determine Future Project
cost to Peoria County
operational & physical viability as self sustaining entity
Property Financial & Legal Liability for Sell property to entity approved by State Future Project
Peoria County
of Illinois
Minimize as Financial & Legal Liability
Demolish physical structures, clear land COMPLETE
under County control and revert to natural prairie habitat
Eliminate as Financial & Legal Liability
Revert ownership to State of Illinois
Future Project
Public engagement response not Adaptive re‐use as shooting range for Future Project
supportive of this use
Sheriff's Department
Sub‐standard Restrooms & Mechanical Renovate restrooms & Upgrade Future Project
systems
mechanical systems
Restroom & Mechanical Systems Replacement
Roof Replacement Roofs at end of life cycle
Replace roofs
Updated: 5/20/2015
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Future Project
Facilities Master Plan
Project Status Update
PRIORITY
FACILITY
PROJECT
PCAPS Quarantine
PCAPS Noise PCAPS
Reduction
PCAPS Entry
PCAPS
Bel‐Wood Kitchen West Campus Use
PCAPS
Bel‐Wood
MEDIUM
Courthouse
Courthouse
Bel‐Wood Site Disposition
Courthouse
Courthouse
ETSB
SOLUTION
County Admin Remodel
Courts Remodel
STATUS
Isolation of sick animals
Excessive noise level
Create isolated area
Install Accoustical treatments
Future Project
COMPLETE
Separation of aggressive animals
Need expanded capacity & "newer" equipment
Create new separate entry point
Study physical, operational & cost feasibility of renovating portions of Belwood
Demolish building & clear site of all improvements for outright sale or future alternate County use
Plan, Design & Remodel
Future Project
Project Underway and on‐
schedule.
Operational Inefficiencies & HIPPA privacy
Revise office plan layout & Remodel
Future Project
Multiple deficiencies per current courts standards
Study, Reprogram, Plan & Design Upgrades
Crtrm 123 operational. Crtrm 222 and 322 in design phase.
Future use & value
County Boardroom Public Accessibility to County Boardroom Accessibility
Courthouse
Courthouse
ISSUE
Reconfigure space to provide better public access
Lack of contiguous functional space
Close off corridor to eliminate office separation
Grand jury room ‐ upgrade quality of space Renovate to create more professional & presentable space Non‐ADA compliant access
Replace existing access/egress ramp with ADA compliant access component
Project Underway and on‐
schedule.
Future Project
Probation Remodel Privacy & safe separation
Future Project
State's Attorney Remodel
Grand Jury Remodel
ETSB Remodel ‐ ADA
Future Project
Future Project
Future Project
Countywide Record Inefficient, sub‐standard storage Coroner / CAC Storage
environments Coroner's Inquest Coroner / CAC Remodel
Coroner / CAC
PCCHD
Coroner Lobby Remodel
New Health Dept Facility
Renovate former juvenile cellblock, Future Project
reconfigure old gymnasium area & upgrade storage systems
Sub‐standard interior environment & public Renovate Inquest Room and integrate Future Project
space for hearings
SOA technologies for inquests & training uses
Sub‐standard interior environment
Renovate Lobby area
Future Project
Building condition & configuration not conducive to effective & efficient delivery of services
Replace building at current location or re‐ Future Project
locate to Gift Avenue site
Updated: 5/20/2015
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Facilities Master Plan
Project Status Update
PRIORITY
FACILITY
PCCHD
Highway
Highway
MEDIUM
Highway
Highway
Highway
Highway
PROJECT
New Health Dept Facility
Replace Maxwell Station
Replace Fleet Garage
Replace Maxwell Station Salt Dome
Replace Maxwell Station Vehicle Storage
Replace Fueling Station
Demolish Maxwell Station Yellow Bldg
ISSUE
SOLUTION
Explore opportunites to locate other County departments or agencies in new complex, ie: coroner's office
Sub‐standard Facilities
Future Project
Sub‐standard Facility
Conduct indepth analysis of programming needs, building, site and cost implications
Developlong Short & Long Term Facility Replacement Plan
Replace Garage
Sub‐standard Facility
Replace Facility
Future Project
Sub‐standard Facilities
Replace Facilities
Future Project
Sub‐standard Fuel Tanks & Fueling Station
Replace & relocate
Future Project
Sub‐standard Facility
Abate hazardous materials, demolish & remove
Project Underway and on‐
schedule.
Lack of vehicle storage space
Construct Additional storage building & renovate old section of vehicle storage bay
Construct additional domes & loading system
Expand core support functional areas ‐ food service, laundry, personal & evidence storage, recreational space
Future Project
Jail
Addition to North Station Vehicle Storage
Salt Dome Upgrades
Jail Kitchen / Laundry Expansion
Jail Night Court Addition
Bed capacity & operational efficiencies
Jail
Shooting Range
County controlled range
Highway
Highway
Jail
STATUS
Need additional capacity & safer loading system Capacity & Operational deficiencies
Future Project
Future Project
Future Project
RFP for Architectural and Engineering Services in Q3‐
Q4.
Study feasibility and cost effectiveness of Future Project
locating night court at jail
Study feasibility of developing range at Hanna City or Belwood site
Updated: 5/20/2015
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Future Project
Facilities Master Plan
Project Status Update
PRIORITY
FACILITY
Courthouse
LOW
Courthouse
RRC / VAC
PROJECT
ISSUE
SOLUTION
STATUS
Department Relocation
Department Relocation
Lack of natural light
Relocate offices to provide natural light
Office location
Office location in courthouse not Future Project
essential for effective operation. Explore optimum location for County nneds.
Office Remodel
Office Remodel
Minimal Public Visibility
Add site/building signage
More efficient office layout could Space utilization analysis, planning
accommodate additional small department.
RRC / VAC
West Campus Property Disposal
One Tech Plaza Property Disposal
Develop Property
West Campus
Future Project
Future Project
Future Project
Disposition of property Sell property
Future Project
Disposition of property Sell property
Future Project
Optimize value & return for Peoria County Sell property using proceeds fopr capital Future Project
improvement projects
Updated: 5/20/2015
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AGENDA BRIEFING
COMMITTEE:
MEETING DATE:
LINE ITEM:
AMOUNT:
County Operations & Physical Plant
00110013301 55081
$22,976.00
ACTION/DISCUSSION
(Circle One)
ISSUE:
Planned Purchase for the 2015 Peoria County Vehicle cycle plan
BACKGROUND/DISCUSSION:
The County's 10 year vehicle cycle plan for 2015 calls for the purchase of a replacement
prisoner transport van unit 764 for the Sheriff's Office.
In a normal fiscal year the State of Illinois CMS would send out open bids for this type of
unit. The Ford E250 cargo van has been selected in past bids and is the preference of many
local government fleets for this type of use. However CMS did not bid these units this year
and choose the Transit style van. The Mavron prisoner stainless steel insert design we use
cannot be retrofitted into a Transit style that has all the wrong dimensions. Therefore the
county must do the RFP's without CMS.
With the help of the County's Purchasing Office bid #33-02-15 was sent out with one
proposal received.
COUNTY BOARD GOALS:
HIGH PERFORMING PUBLIC ORGANIZATION
SAFE AND HEALTHY COMMUNITY
STAFF RECOMMENDATION:
A resolution to purchase one 2015 Chevrolet 3/4 ton cargo van from the lowest qualified
bidder, Ray Dennison Chevrolet.
COMMITTEE ACTION:
PREPARED BY:
DEPARTMENT:
DATE:
Michael P. Patton
County Highway/Fleet Management
Agenda/ag_030618_car.doc
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33
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COUNTY OF PEORIA
PURCHASING DIVISION
PEORIA COUNTY COURTHOUSE
324 MAIN STREET - ROOM 501
PEORIA IL 61602
BID REPORT
TO:
HONORABLE MEMBERS OF THE PEORIA COUNTY BOARD
SCOTT SORREL, ACTING COUNTY ADMINISTRATOR
FROM:
JIM SMITH, PURCHASING AGENT
SUBJECT:
BID #33-02-15 PRISONER TRANSPORT VEHICLE
DATE:
MAY 6, 2015
CC:
MIKE PATTON, FLEET MANAGER
This office, on behalf of the Fleet Management/Sheriff's Office, solicited bids for a Prisoner Transport Vehicle. This
report does not evaluate compliance with the bid specifications. The following documents are attached: legal
notice; vendor mailing list; planholders list; vendor signature sheets and bid tabulation.
Responding Vendors
Vendor
Cost
EEO Status
Ray Dennison Chevrolet
Pekin IL
$22,976.00
Applied for
All required documents submitted
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MAILING/PLAN HOLDER LIST
PEORIA COUNTY BID 09-03-15 PAINTING SERVICES
Business_name
UFTRING AUTOMALL
GREEN CHEVROLET
RAY DENNISON
SAM LEMAN
MILES CHEVROLET
GREEN CHEVROLET
PLAN HOLDER LIST
SAM LEMAN OF PEORIA
Contact_Name
JEFF PETERS
BRYON CROMBIE
Address_1
Address_2 City
State Zip
500 FAIRLANE DR
8017 N KNOXVILLE AVE
2320 N 8TH STREET
1801 W PIONEER PKWY
150 W PERSHING RD
1700 W MORTON AVE
EAST PEORIA
PEORIA
PEKIN
PEORIA
DECATUR
JACKSONVILLE
IL
IL
IL
IL
IL
IL
61611
61604
61554
61614
62526
62650
1801 W PIONEER PKWY
PEORIA
IL
61615
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Email
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TO THE HONORABLE COUNTY BOARD
COUNTY OF PEORIA, ILLINOIS
)
)
)
Your County Operations and Physical Plant Committee does hereby recommend passage of the
following Resolution:
RE:
The purchase of a 2015 Prisoner Transport Van
RESOLUTION
WHEREAS, A Sheriff's Office transport van is to be replaced in the 2015 fleet cycle,
competitive bids were received and;
WHEREAS, Ray Dennison Chevrolet of Pekin IL was the lowest qualified bidder and;
NOW THEREFORE BE IT RESOLVED, by the County Board of Peoria County, to
authorize the Finance Office to issue a purchase order to Ray Dennison Chevrolet 2320 N. 8th Street
Pekin, Illinois, 61554 in the amount of $22,976.00.
RESPECTFULLY SUBMITTED,
COUNTY OPERATIONS AND PHYSICAL PLANT COMMITTEE
41
AGENDA BRIEFING
COMMITTEE: County Operations and Physical Plant
MEETING DATE: May 26, 2015
LINE ITEM:
AMOUNT:
ISSUE:
Whistleblower/Anti-Retaliation Policy
BACKGROUND/DISCUSSION:
At the request of the Committee Chair and Co Chair, the attached Whistleblower/Anti-Retaliation
Policy has been developed for consideration. The intent of the policy is to promote a work
environment free of gross mismanagement, malfeasance, misfeasance, gross waste of public funds or
gross neglect of duty. Essentially, this policy seeks to ensure that employees will bring such issues to
the attention of the County Administrator if they are aware of such issues. The policy acknowledges
that County employees must not violate a law or rule that creates a threat to the public' health, safety
or welfare and must act for the well being of the organization and citizens served at all times.
The policy protects employees who, in good faith, file a written and signed complaint with the County
Administrator; or participate in an investigation, hearing, committee meeting or other inquiry
conducted by the county, state or federal government entity having the authority to investigate, police,
manage or otherwise remedy the violation; or refuse to participate in any adverse action prohibited by
this policy. In other words employees who properly bring issues to the attention of the Administrator
and the County Board will be protected from adverse action connected with their reporting of the
issue.
Upon receipt of a written disclosure, the County Administrator will determine the appropriate
jurisdiction for conducting an investigation. Thus, investigations may be conducted directly by
Administration staff or may be conducted by the staff of elected officials if that is more appropriate in
a given situation. Regardless of the outcome of the investigation, an employee following the proper
procedure for reporting the matter will be protected from adverse action due to such reporting.
COUNTY BOARD GOALS:
HIGH PERFORMING PUBLIC ORGANIZATION
STAFF RECOMMENDATION:
Approve the Whistleblower/Anti-Retaliation Policy
COMMITTEE ACTION:
PREPARED BY: Kate Van Beek and Bill Atkins
DEPARTMENT: County Administration and States Attorneys' Office
DATE: May 21, 2015
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Topic: II - Workplace Safety
Subtopic: 6 - Whistleblower Policy
Effective Date:
COUNTY OF PEORIA
II - 6: WHISTLEBLOWER/ANTI-RETALIATION POLICY
II - 6A: STATEMENT
II - 6A.1: It is Peoria County's policy to promote a work environment that is free of gross
mismanagement, malfeasance, misfeasance, gross waste of public funds or gross neglect of duty. Peoria
County employees must not violate a law or rule that creates a substantial and specific danger to the
public's health, safety, or welfare. Further, Peoria County employees must act for the well being of the
organization and the citizens served at all times.
II - 6B: PURPOSE
II - 6B.1: It is also Peoria County policy to ensure protection of employees who disclose specified
information regarding unlawful activity, misfeasance or malfeasance by the County or independent
contractors to the appropriate authorities for investigation and corrective action.
II - 6B.2: In order to encourage employees to report such information without fear of reprisal, this
policy prohibits adverse action against an employee for disclosing such information to an appropriate
official or agency.
II - 6B.2: This policy protects employees who, in good faith:
a. File a written and signed complaint with the County Administrator; or
b. Participate in an investigation, hearing, committee meeting or other inquiry conducted by the
County, any state agency or federal government entity having the authority to investigate, police,
manage, or otherwise remedy the violation or act; or
c. Refuse to participate in any adverse action prohibited by this policy.
II - 6C: PROCEDURE
II - 6C.1: To ensure protection it is important that employees be proactive and report in writing using
the disclosure form available on the intranet, the specific information of wrongdoing before the employee
suffers adverse action.
II - 6C.2: The policy is intended to encourage the disclosure of serious violations of County rules and
procedures. It is not intended to address routine personnel disputes and other disagreements, which are
covered by other County procedures. Complaints involving such things as breach of a collective bargaining
agreement, employment discrimination and violations of the Personnel Policies continue to be governed
by other existing procedures applicable to such matters.
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Topic: II - Workplace Safety
Subtopic: 6 - Whistleblower Policy
Effective Date:
II - 6C.3: Because of the serious nature of these disclosures, employees should describe their concern in
sufficient detail with supporting documentation in order for a proper investigation to be conducted. The
County Administrator will determine the appropriate jurisdiction for conducting the investigation.
Employees should also provide their name, mailing address, telephone number, pager or email, so that
they can be contacted about their disclosure. All complaints must be submitted on the disclosure form.
II - 6D: ANTI-RETALIATION
II - 6D.1: Under this policy, employees who are suspended, demoted ,terminated, assigned undesirable
working assignments and/or suffer an adverse personnel employment action that is a materially adverse
change in the employee's working conditions have the right to the grievance procedure noted in the
Peoria County Personnel Policies, Section III-13: Workplace Conduct, III-13F: Complaints and Grievances.
This does not include minor adjustments in assignments, purely lateral transfers, satisfactory evaluations or
other matters which do not materially affect an employee's working conditions. Such adverse actions may
consist of undue harassment, demeaning or degrading treatment that is contrary to the reasonable
authority vested with the management of a department or office.
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TO THE HONORABLE COUNTY BOARD
COUNTY OF PEORIA, ILLINOIS
)
)
)
Your County Operations and Physical Plant Committee does hereby recommend passage of the
following Resolution:
RE:
Approval of the Whistleblower/Anti-Retaliation Policy
RESOLUTION
WHEREAS, Peoria County promotes a work environment free of gross mismanagement,
malfeasance, misfeasance, gross waste of public funds or gross neglect of duties, and;
WHEREAS, this policy protects employees, who in good faith, file a written and signed
complaint with the County Administrator; or participate in an investigation, hearing, committee
meeting or other inquiry conducted by the county, state or federal government entity having the
authority to investigate, police, manage or otherwise remedy the violation; or refuse to participate in
any adverse action prohibited by this policy; and
WHEREAS, upon receipt of a written disclosure, the County Administrator will determine the
appropriate jurisdiction for conducting an investigation; and
NOW THEREFORE BE IT RESOLVED, by the County Board of Peoria County, that the
attached policy as approved and adopted to protect employees following the proper procedure for
reporting a matter from adverse action due to such reporting.
RESPECTFULLY SUBMITTED,
County Operations and Physical Plant COMMITTEE
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