Carbondale Reporter

Jackson County Executive Committee met Thursday, Oct. 4.

Here is the minutes provided by the committee:

Call to Order (5:00 PM)

Members Present: Erbes, Hunter, J.S. Rendleman, Nehring and Peterson

Members Absent: Endres and Larkin

Also Present: Milton Maxwell, Maggie McKenzie, Jill Stokes, Lisa Jacquot, Lloyd Nelson, Cindy Svanda, Tracy Huffman, JenniferAnderson, Grant Guthman, Josh Barringer, Kenton Schafer, Mary Varner, Michelle Tweedy

Liz Hunter arrived during discussion of the County Board budget.

Approval of Minutes

I. 18-3700 September 6, 2018 Minutes

Peterson pointed out a spelling mistake under the Chair's Remarks the word "billis" should be changed to "bills"

A motion was made by Peterson, seconded by Erbes, to approve the September 6, 2018minutes with the requested correction. The motion carried by unanimous vote.

Internal Office Matters

II. 18-3701 Employee Salary Adjustments Rendleman began discussion by reminding the committee that the Accounting Coordinator and the Computing Services Manager will be exempt employees beginning December 1, 2018. The committee reviewed the last few years of compensatory time buy outs from those positions. Rendleman stated that he believes it would be fair to look at the last few years of buy-outs and consider what to add to the employee's salaries to compensate for them no longer receiving compensatory time but still having to do the same amount of work. The consensus of the committee is to raise the salaries beginning in FY19. The committee discussed the hourly rate of each employee. Erbes averaged the buy-out amounts for each employee; theComputing Services Manager has averaged about $2000 a year and the Accounting Coordinator has averaged about $4000 a year. The committee discussed what amount to add to theComputing Services Manager's current salary, the consensus was $2500. Peterson commented that she thinks that amount is too low. The committee began discussing the AccountingCoordinator salary increase. Rendleman pointed out that the Accounting Coordinator frequently puts in overtime. Svanda reminded the committee that the AccountingCoordinator's expertise is considerably more than what they are considering and she is a proponent of Tweedy's. Tweedy reminded the committee that she did not charge compensatory time for the extra time she put in during the county audit and the work comp audit. Rendleman suggested a $4200 increase, Erbes stated that the average works out to$4250, the consensus of the committee is to go with that number. Nehring acknowledged that many county employees put in a lot of extra time.

A motion was made by Erbes, seconded by Nehring, to approve increasing the ComputingServices Manager's salary to $62,500, which is an additional $2500 plus a 2% cost of living increase, beginning December 1, 2018. The motion carried by the following vote:

Yes: 3 - Erbes, J.S. Rendleman and Nehring

No: 1 - Peterson

Absent: 3 - Endres, Hunter and Larkin

A motion was made by Erbes, seconded by Peterson, to approve increasing the AccountingCoordinators salary to $73,500, which is an additional $4250 plus a 2% cost of living increase, beginning December 1, 2018. The motion carried by unanimous vote.

III. 18-3702 Creation of a County Social Media policy

Barringer stated that he could create a social media policy for the county board office. He reminded the committee that it can be made available to the other offices but they are allowed to make their own policies. Rendleman asked Barringer what his recommendation would be, Barringer suggested if anyone is setting up an account, they limit the outside dialog that is allowed on the page, this will limit the public from responding. Rendleman asked what the benefit of having a social media page is for each office. Barringer said it is a way to interact with the public, get information out to the public in the event of a building closing or an emergency, can be good PR for the county and the traditional methods of sha ring information are not as popular as they once were. Rendleman stated that his concern is the need to have some one tend to the site and do regular updates. Barringer stated that if the comments are limited, then it is easier to manage. Tweedy commented that elected officials often use it as public service announcement for citizens. The consensus of the committee is to have the Computing ServicesManager develop a social media policy and bring it to the committee.

IV. 18-3703 IV. 18-3703 Animal Control Budget

Rendleman began the review of the Animal Control budget by pointing out that it is a pretty bare bones budget. Nelson was asked what the fees are, Rabies tag fee, fines and impoundment fees. Nelson went on to explain that there are not many fines because the same goal can be achieved with impoundment and boarding fees. Nelson also reminded the committee that Jackson County has the lowest rabies tag fees in Southern Illinois. This was done to encourage citizens to participate in the program. Rendleman continued discussion by stating the Animal Control budget is pretty simple and with applying the Larkin formula, theAnimal Control budget would need to be cut by about $6000. Nelson commented that he has been asked to cut each year and now his budget is bare bones. He went on to point out that many things are a state requirement and cannot be cut, additionally the Humane Society contract is decided by the Board and is a set amount. He did say he could cut the computer out of his budget but that was included as a request from the Board and the cost was determined by the Computing Services Manager. Rendleman stated that the board has set a goal and in order to stay at a real tax reduction then about $6000 will need to be cut from the budget. The committee thanked Nelson for his time.

V. 18-3704 Computing Services Budget Barringer began by briefly reviewing each of the line items. Barringer listed his salary at$70,000, Hartmann's salary at $50,000 and added an additional tech position at$32,500. Barringer explained that the funding in capital outlay is to start saving to refresh the servers in about five years; Rendleman stated that those funds can be removed because they can come from other funds. Barringer also suggested moving the telephones from county general to the computing services budget which is part of why his budget request has increased so much, additionally he added some funds for additional data. Rendleman stated that he thinks Barringer should wait a year for a third person but moving the telephone makes sense. Tweedy asked if this would mean moving the phone costs for all county buildings; Barringer said yes all CTS and Frontier costs would come from his budget. Nehring commented that the county will have to have new servers in about five years and beginning to s ave for it now would be a good idea. Rendleman asked Barringer where he would make cuts, he suggested that the county could wait on transitioning to fiber. Svanda pointed out that without moving to fiber the county is losing money in productivity because things run much slower. Her office moved to fiber several years ago and it has made a big difference in productivity in her office. Rendleman suggested pulling out the costs of the telephone and data so there is an accurate comparison between the current budget and the request for next year. Peterson commented that this budget is a lot of money and she is concerned about where it will come from. Rendleman did some figures and pulling out the fiber upgrades, the capital expenditures and the third person would bring the budget down by around $293,000 which brings his budget down to around $307,000 which is less than his FY18 budget and accounts for the decreased amount that is being requested from all departments.

VI. 18-3705 County Board Budget

Discussion began with a few questions to Tweedy about the revenue listed in the budget worksheet. The committee moved on to looking at expenditures. Peterson suggested not giving Jackson Growth Alliance (JGA) as much funding next year, she argued that Greater Egypt does more for the county and receives less funding. Erbes commented that JGA has started todo more activities. Rendleman suggested taking the funding down to $15,000 and give out the funding throughout the year instead of in a lump sum; that way if JGA is not producing, then the funding can be spent elsewhere. Rendleman went on to suggest that the board member travel fund be decreased. He stated that there has been good work done with the travel but suggested that next year the travel could be a bit more frugal. Tweedy reminded the committee that the board per diem goes up to $55 per meeting and the mileage goes to the IRS rate in FY19. The committee discussed the Graduate Assistant (GA) position. The price that was originally quoted by the SIU MPA department is no longer available. The current offer is aGA for 10 hours a week instead of 20 hours a week for about the same cost as was quoted for a20 hour a week GA. The committee decided not to engage a GA for 2019. Hunter arrived.Tweedy explained where the tourism money comes from and how it has to be spent. Hunter requested that the tourism agencies come to the board to request funding and that the board open the funding up to more tourism agencies. The committee discussed the BoardAdministrator position and how much funding to put in for the salary and benefits. It is the consensus of the committee is to put money in for the Board Administrator but to leave it up to the Finance committee to determine the amount.

VII. 18-3706 Office Services Budget

Rendleman began discussion by asking about the $20,000 listed under office supplies, Tweedy informed the committee that the amount is what it costs for the 40 cases of paper that are ordered each month. Tweedy informed the committee that the unemployment number may go down a bit, Property & Liability has a 1.5% increase which puts it right at $400,000 and work comp is based on a 1% increase but that is a soft number and if the Board goes with that, it may mean paying more after the audit. The committee also discussed how much to put in theHealth Insurance line item, Hunter stated that she is working with Schermer on a different model and there may not be a need to put in as much as in previous years.

VIII. 18-3707 Building 

Maintenance BudgetThe committee discussed moving the telephone costs to the Computing Services budget. Rendleman inquired about what is included i n the janitorial line item; soap, toilet paper, paper towels, cleaning supplies, etc. Tweedy asked if the Board was planning to pay rent/lease payments to the Public Building Commission (PBC); no but PBC will need to do a budget and submit it to the Finance committee. 

Computing Services Update 

Barringer reported that things seem to be running smoothly at the moment.

Appointments

IX. 18-3708 Ambulance Director Search

Rendleman reported that Nehring has reviewed the applications and selected four to be interviewed. Rendleman and Nehring will be conducting the interviews which they hope to schedule next week.

X. 18-3709 County Highway Engineer Search

Rendleman reported that he and Peterson interviewed four qualified candidates and he has selected one which he plans to nominate at the October Board meeting. Peterson asked what would happen if Rendleman did not get enough votes to approve his nomination. Rendleman pointed out that he knew Peterson wanted a different candidate to be selected but that it was his choice and if the Board did not vote for a candidate then the County will go without aCounty Engineer. Peterson said she is very concerned about this because of all of the work with the MPO and grants and the County needs to have an Engineer. Peterson left the meeting.

XI. 18-3710 Open Appointments in August 2018 {8}

a. 708 Mental Health Board (1)

b. Airport Authority (1)*

c. Buncombe Water District (1)

d. ETSB 911 (1)

e. Jackson/Union Regional Port District (1)

f. Public Building Commission (2)

a. None

b. Rendleman intends to nominate Graff, which will be a reappointment.

c. None

d. There are two applicants for the two open positions. Rendleman would like to talk with the candidates before he decides to nominate anyone. These will be held until the November meeting.

e. None

f. Rendleman reminded the committee that he is looking for people to serve and to let him know of any suggestions.

Nehring asked for descriptions for all the open positions to be sent to her.

Old Business

New Business

XII. 18-3711 Air Methods Presentation

This presentation has been moved to the December meeting.

Executive Session

Adjourn (6:29 PM)

Erbes moved and Nehring seconded to adjourn, motion carried.

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