Peoria Special County Operations Committee obtains savings estimate
The Peoria Special County Operations Committee met Aug. 25 to obtain a savings estimate.
Here are the meeting's minutes, as provided by the committee:
County Operations Committee
July 25, 2016
@ 12:30 p.m.
Chairman Phelan called the meeting to order at 12:30 p.m.
Call to Order
A motion to approve the executive session minutes of April 25, 2016 and May 5, 2016 and regular
session minutes of June 27, 2016 was made by Mr. Watkins and seconded by Mr. Rosenbohm.
Approval of Minutes
The motion carried.
A motion to approve the participation of Mr. Harding via teleconference was made by Mr. Morris
and seconded by Mr. Salzer. The motion carried.
Mr. Sorrel introduced Gretchen Pearsall, the new Director of Strategic Communications.
New Hire and Vacancy Report
Mr. Phelan asked for an estimate on the amount saved this year due to vacancies and keeping
positions open. Mr. Sorrel stated that the report included in the committee packet shows total
annualized salary savings of current vacant positions at just under $3.5 million. He noted that not
all positions stay open for an entire year, and some positions are listed as unfunded. He advised
that staff could calculate a year-to-date figure and present to committee via either the weekly
update or as an informational item at the next meeting of the committee.
Ms. Parker advised that she has received positive feedback regarding the Cayemitte Group and
what they have done for participating businesses. She has also been working on a proposal for a
roll-out with one of the companies with a good feel for the construction industry and minorities.
She stated that after the proposal is complete, a further discussion on the direction of the MBE
Committee will be initiated.
MBE Committee Update
Mr. O'Connell advised that work at the Jail on central controls is proceeding, and contractors are
mobilizing this week in replacing locks at the Jail. He added that although some of the supervisors
on that project are from out of state, the workers will be local ironworkers.
Facilities Master Plan
Michael Phelan, Chairman; Phillip Salzer - Vice-Chairman, Brad Harding
(via teleconference), Stephen Morris. Rachael Parker, Paul Rosenbohm,
William Watkins, Jr.
Scott Sorrel - County Administrator; Mark Rothert, Shauna Musselman
- Assistant County Administrators; Steve Giebelhausen - State's Attorney's
Office; Carol Trumpe, Sharon Williams - County Board Members; Eric
Dubrowski - Chief Financial Officer; Rena' Parker - Courts Administration;
Gretchen Pearsall - Director of Strategic Communications; Carol Van
Winkle - Auditor; Steve Sonnemaker - County Clerk; Daniel O'Connell -
Facilities Director; Doug Gaa - Sheriff's Office; Gene Huber - Health
Department; Steve Rieker - County Board Candidate
Mr. O'Connell advised that the remodeling project in Courtroom 221 is proceeding on schedule and
he anticipates that work will be complete by the end of next week.
Mr. Sorrel advised that the next Strategic Planning sessions are scheduled for August 22nd and
23rd at the Jump Trading Simulation Center on the OSF Campus. He stated that Board Members
have received an email with a link to a SWOT analysis, and asked that members complete the
survey. He also advised that the Efficiency Team has been evaluating the accounts payable process
and have identified some efficiencies that involve the Finance Department and the Auditor's Office.
Mr. Sorrel commented that the two upcoming sessions will be traditional strategic planning
sessions; discussion of the outcomes of the prior team building and critical thinking session and
the results of the SWOT survey, discussion of mission, vision and goals, and strategies on achieving
those goals. He said the facilitator will put forward 4-6 strategic priorities which the group will
identify and rank, and there will be an opportunity to determine implementation of those strategic
priorities. He stated that the implementation component, consisting of a session including elected
officials, appointed department heads and managers, will take place in September.
A motion to approve was made by Ms. Parker and seconded by Mr. Rosenbohm. Ms. Parker
advised that the roof at the JDC has been experiencing substantial leakage, with the damaged brick
being a result of the leakage. She advised that the damaged brick, in turn, is contributing to
interior damage throughout the facility.
Brick Repairs at Juvenile Detention Center
Mr. Sorrel noted that the recommended vendor, Western Waterproofing Inc., is a subsidiary of
Peoria Roofing. Mr. Phelan asked if the source of funding comes from the Public Safety Sales Tax
(PSST). Mr. Sorrel stated that the funds are in the Capital Improvement Fund budget, and both
PSST and the Public Facilities Sales Tax are the revenue sources for that fund. Mr. Phelan stated
that the there should be adequate funds to maintain both the Jail and the JDC, as the public voted
in favor of a sales tax to build and care for those facilities; however, those funds are being spent
partially on operations, which he considers bad policy. He stated that the funding for these repairs
should be coming from the Public Safety Sales Tax. He asked Mr. Dubrowski to review and clarify
the source of the funding.
The motion to approve carried, with Mr. Harding voting yes via teleconference.
Mr. Sorrel advised that Planning & Zoning staff will meet with Board Member Brian Elsasser and
the State's Attorney in regards to the permitting process for the Akron Services facility. He stated
that the business is taking issue with some of the county's permitting processes.
Ms. Van Winkle advised that the Auditor's Office has had two full-time employees, with one of the
FTE's being split into two part-time positions. The primary responsibility of those employees was
performing the prepayment audit for approximately 25,000 claims against the county each year.
She stated that although she is hopeful that a new Accounts Payable process will reduce the amount
of work and time required, one of the part-time employees being shared with the Finance
Department has been promoted to another position, and the remaining part-time employee
resigned. She is requesting that the two part-time positions become one full-time position, and
that the position be posted both internally and externally. She stated that the office is budgeted for
one full-time employee.
Mr. Sorrel added that the position is union, and he noted that a review of the Auditor's budget
confirmed adequate available salary. He noted that the prepayment audit is the primary statutory
responsibility of the office and a key function of the accounts payable process.
A motion to go into executive session to discuss Labor Relations was made by Mr. Watkins and
seconded by Mr. Rosenbohm. The motion carried.
Regular session resumed upon a motion by Mr. Salzer and second by Mr. Morris.
The meeting was adjourned by Chairman Phelan at 1:36 p.m.