McLean County Property Committee met Feb. 6.
Here is the minutes provided by the committee:
The Property Committee of the McLean County Board met at 4:45 p.m. in Room 400 of the Government Center Building, 115 E. Washington Street, Bloomington, Illinois.
Members Present: Chairman Josh Barnett, Members Jacob Beard, Elizabeth Johnston, Logan Smith, Gerald Thompson and William Friedrich
Members Absent: Member Lyndsay Bloomfield
Other Members
Present: Member Laurie Wollrab
Staff Present: Camille Rodriguez, County Administrator; Cassy Taylor, Assistant County Administrator; Jessica Woods, First Assistant State’s Attorney – Civil Division; and Ms. Julie Morlock, Recording Secretary;
Department Heads/Elected Officials Present: Mr. Tim Daugherty, Facilities Management and Mr. Mike Steffa, Director Parks and Recreation
Others Present: None
Chairman Barnett called the meeting to order at 4:45 p.m. and declared a quorum.
Chairman Barnett presented the minutes from the January 2, 2020 regular meeting of the Property Committee for approval.
Motion by Smith/Friedrich to approve the January 2, 2020 regular meeting minutes of the Property Committee.
Motion carried.
Chairman Barnett indicated he would like to move the information item regarding a mobile library project forward on the Agenda. Ms. Karen Schmift, Brandon Thornton and Mary Aplington presented information on projects to get students involved in the community during school vacations to empower students. Mr. Brandon Thornton stated the current spring break project is to build little libraries and put them in the community. Ms. Schmidt discussed project plans. Ms. Aplington indicated that one goal is have students see their worth and to see their successful work in the future and know they were part of that project. Mr. Thompson thanked them for their efforts. Ms. Johnston asked if they were looking to expand this spring break project in the future. Mr. Thornton confirmed they would like to build this program to involve more students.
Mr. Mike Steffa, Director Parks & Recreation presented for action a request for Authorization to Amend the Boat Concession Fees Section in the McLean County Code. He indicated they have ordered a pontoon for rental and wanted to update the Code with rental fees he arrived at by gathering information from other boat rentals in the State. He stated that based on the number of requests they have received in the past for pontoon rentals he felt it would be successful. Mr. Beard asked if we would need to expand our dock space. Mr. Steffa indicated they added some dock space last year, but they have a person who builds docks for them and he usually can turn orders around in about a month.
Motion by Johnston/Smith to recommend approval to Amend the Board Concession Fees Section in the McLean County Code.
Motion Carried.
Mr. Steffa also provided information on the deer count at the Park. Ms. Johnston asked if they were making plans to try to manage the population since the numbers are high. Mr. Steffa indicated they would continue their antlerless deer hunts. He stated they were also monitoring diseases in the state of Illinois that might affect the population. Ms. Johnston asked if the deer have bothered campers. Mr. Steffa stated they have not. Mr. Thompson asked about the deer hunting numbers for the State of Illinois. Mr. Steffa indicated bow numbers are up and firearm numbers are down.
Ms. Camille Rodriguez, County Administrator introduced Mr. Tim Daugherty, Facilities Department Director and he was asked to join them at the table.
Ms. Rodriguez presented for action a request to approve a Johnson Controls Service Agreement of Fire Alarm Monitoring for the Old Court House.
Motion by Friedrich/Johnston to recommend approval of a Johnson Controls Service Agreement of Fire Alarm Monitoring for the Old Court House.
Motion Carried.
Ms. Rodriguez presented for action a request to approve a Government Center Fire Alarm Monitoring Contract with Johnson Controls.
Motion by Beard/Thompson to recommend approval of a Government Center Fire Alarm Monitoring Contract with Johnson Controls.
Motion Carried.
Ms. Rodriguez presented for action a request to approve a Government Center Gas Suppression System Test and Inspection Contract with Johnson Controls
Motion by Smith/Thompson to recommend approval of a Government Center Gas Suppression System Test and Inspection Contract with Johnson Controls Motion Carried.
Ms. Rodriguez presented for action a request to approve a Fire Extinguisher Test and Inspection Contract for the Government Center, Juvenile Detention Center, METCOM, Old Courthouse, Law & Justice Center, 200 West Front Street Building with Johnson Controls.
Motion by Johnston/Friedrich to recommend approval of a Fire Extinguisher Test and Inspection Contract for the Government Center, Juvenile Detention Center, METCOM, Old Courthouse, Law & Justice Center, 200 West Front Street Building with Johnson Controls
Motion Carried.
Ms. Rodriguez presented for action a request to approve a Kone Elevator Maintenance Agreement. Ms. Woods indicated she placed the contract in the packet but let Kone know she had some concerns about the contract. She stated that after the packet was distributed Kone let us know they had sent us the wrong contract. Ms. Woods handed out the new contract and went over the more favorable terms including no indemnification language and better rate that does not have an escalation clause for all years. Mr. Beard asked if Kone provides service for all elevators and if this only covers the ones in the Law & Justice Center. Mr. Daughtery indicated they do but this contract was for the new elevators in the new addition. Ms. Woods stated this is a pilot project to see if we like this service and if it is successful more elevators would be added to this program. Mr. Friedrich thanked Ms. Woods for follow up on the contract. Mr. Smith asked if our previous contracts with them are wrong contracts. Ms. Woods indicated the only other one that we had there was not a signed copy of.
Motion by Beard/Johnston to recommend approval of a Kone Elevator Maintenance Agreement.
Motion Carried.
Ms. Rodriguez went over the positions filled report. Chairman Barnett asked if there were any questions, hearing none, he thanked her.
Chairman Barnett indicated the next item on the Agenda was building and maintenance priority discussion. Chairman Barnett stated he felt it was their job to cast a vision for the County and for Staff to carry out that vision, so he wanted to collect input on how to improve our facilities. He stated Ms. Rodriguez would provide a power point on buildings and PBC and then the Committee could provide questions and visions.
(30:30) Ms. Rodriguez stated she had put together information on the County Buildings and Facilities Department that services the buildings. She indicated she had not included information on the land that does not have buildings on it. She went over some of the things the Maintenance Staff does including maintenance on generators and other equipment, roof maintenance, managing major building projects and managing gas, water, electrical contracts and invoices as well as trash removal. She indicated they also manage all help desk Facilities requests, but she is working to separate out the maintenance requests and the custodial requests. (37:23) Ms. Rodriguez then went over the County’s relationship the Public Building Commission.
(39:55) Ms. Rodriguez went over County buildings (Law & Justice Center, Government Center, Old Courthouse, 200 W. Front Street, Metcom, Highway Buildings, Animal Control, Juvenile Detention Center, Nursing Home, County of McLean Law and Recreation Area COMLARA buildings and Fairview), including when they were built, the square footage, what the building was made of and systems in place in those buildings such as fire and sprinkler systems. Ms. Rodriguez went over the Capital Improvement plan and indicated that all projects are important but need to prioritize them and determine if work will be done in-house or if we will need to hire someone to complete the work. She said have to keep in mind the budget when we discuss those. (50:10)
Mr. Barnett indicated that while the Nursing Home was important, he felt that could be a meeting itself, so wanted to focus on the other buildings. Mr. Barnett stated they would record notes under questions, ideas and aspirations and will put them out to the Committee. He stated they hoped to incorporate this into budget discussions.
Questions
• Mr. Smith – Metcom building - asked if service road is a Bloomington Road or County.
Ms. Rodriguez indicated she would look into it.
• Ms. Johnston – History Museum - asked if Staff had spoken with an architect who specializes in preservation of buildings. She indicated the gutter system has been an issue and wanted to make sure we are utilizing funds to correct this. Mr. Daugherty went over gutter system and indicated they would confirm consulting with architect. He also indicated the Museum Staff had consulted with a firm and the firm had provided a report.
• Ms. Johnston – 200 W. Front Street - asked about doors being locked and if there is a way to mark off waiting room entrance so it does not look like an entrance to the building. Ms. Rodriguez indicated she had all doors unlocked to the building when she was administrator there, so would check to make sure that was still the case. She also stated that options for the entrance to the waiting room had been mentioned before and would put it on the list to follow up.
• Ms. Johnston – Animal control - asked if we own the land and building. Ms. Rodriguez indicated she thought we did but would double check. She also asked about possible relocation of animal control and uses for that land. Ms. Rodriguez indicated she had some ideas but there were no plans.
• Mr. Smith asked for more information on undeveloped land. Ms. Rodriguez indicated she would get them that information.
• Mr. Friedrich asked Mr. Daugherty to provide a list of items he struggles with on a regular basis. He stated Committee can come up with a list of things to be done, but if they do not have staff to complete, then not productive. Mr. Daugherty indicated day to day priorities are the biggest struggle and provided example of pulling people to take care of snow removal and daily having to commit a couple people to projects in the Jail. Mr. Daugherty indicated he could provide a list at the next meeting.
• Mr. Smith asked if Mr. Daugherty is continually understaffed and if we outsource any of the work. Mr. Daugherty confirmed understaffed, that he likes to do as much work as possible in-house, but when they get behind, they do outsource.
• Mr. Thompson asked if outsourcing helps them keep up with projects. Mr. Daugherty indicated they have a handful of contractors who know the County buildings and he tries to put a County Facilities person with them so they can learn from the contractor. Mr. Thompson asked if they struggle to find electricians, etc. Mr. Daugherty provided example of trying to find someone to start up the steam heating system in the Museum. Mr. Thompson asked if cost analysis had been done on what we spend on outside sources as opposed to hiring individuals. Mr. Daugherty indicated they have not done an analysis, but they are working to do more in-house instead of contract services. He said only utilize outside services when we do not have the tooling, it is of a larger scope project or when very behind in daily work.
• Mr. Smith asked if he is concerned, we are one event away from having to shut things down because we do not have the staff to deal with situations as they arise. Mr. Daugherty indicated he was not at that point. He said they are working staying on top of preventative maintenance.
• Ms. Wollrab asked if we are behind on preventative maintenance. Mr. Daugherty indicated they have put a preventative maintenance schedule in place and are working to catch up on things that were not done before due to lack of funds.
Ideas (1:13:31)
• Mr. Beard indicated he would like to find ways to reduce costly energy sources with goal to reduce costs and minimize environmental impact. He said there could be simple things like blinds, light bulbs, insulation to more complex or costly investments such as solar panels on a building. He also wanted vehicles considered such as utilizing electric or more efficient gas vehicles.
o Idea one he would like to move forward with an engagement of the Smart Energy Design Assistance Center from the University of Illinois who provide assessments of a building and provide suggestions on cost savings.
o Idea two would be to have an intern from Illinois State University Environmental Studies Department assist with assessments.
o Idea three he would like to see new buildings (such as bait and boat house at the Parks Department) taken off the grid whether they use solar panels or small wind turbine.
• Ms. Wollrab indicated she agreed with Mr. Beard that goal was to invest in a building and see returns that could be invested in other buildings and would be an example for our citizens.
• Mr. Beard indicated he would like to liquidate excess land we do not have plans for.
• Ms. Johnston indicated that before we liquidate land, she would like to look at options for solar panels or turbines.
• Ms. Johnston said she would like to set up a partnership between the Health Department and local groceries for a food oasis.
• Ms. Johnston indicated the Public Defender’s office is overcrowded and would like to see space we have at other buildings better utilized to help with this situation.
• Ms. Johnston indicated asked about having lockers at the Law and Justice Center for people to put cell phones in temporary storage.
• Ms. Johnston asked about publication for safe passage program and getting more information out about that program. Ms. Rodriguez indicated brochures and signs were created but they would check on those. She also stated she heard Mr. Aaron King on the radio talking about the program.
• Ms. Johnston asked Mr. Steffa about if they had an advertising budget as she did not feel many people are aware of the Park. Mr. Steffa indicated they started some advertising last year but felt they could draw more people in with more advertising. He said they put ads into outdoor magazines and utilize social media but felt they could do more. He stated they use to attend outdoor shows and get word out but many of those have closed, but they could attend the ones that are still open.
• Ms. Johnston - Government Center – she asked about better signage and a space assessment that included seeing which offices get the most visitors. She provided example of visitors to the Treasurer’s office as opposed to the Assessor’s office and possible switch of those offices. She also pointed out that Building and Zoning is hidden.
• Mr. Smith Government Center - he would like to see digital signage instead of the paper signs. Mr. Thompson asked about legal notices and if there were paper requirements. Ms. Woods indicated they have to be posted but does not say have to be paper posted. Mr. Barnett provided example of the Illinois House Building’s digital signage.
• Mr. Smith- Law & Justice building - lettering on new jail painted in so can see from the road.
• Mr. Smith asked that the landscape retaining wall on the Northwest side of Government Center parking lot be repaired but would put it lower on the priority list.
• Mr. Barnett - Government Center - agreed that signage needs to be improved in the building and felt there should be a policy for signage in the building as he felt there was too much paper being utilized.
• Mr. Barnett Government Center – agreed with space usage and suggested having a space study done. Mr. Barnett said City of Bloomington wants to share this space for council meetings and that is opportunity to reimagine this room and how it could better serve the public.
• Mr. Barnett said baby changing stations need to be added to the restrooms in our buildings.
• Mr. Barnett Government Center building - all curtains need to be replaced.
• Mr. Barnett 200 W. Front Street - utilize space better in 200 W. Front Street building.
• Mr. Barnett said he would like to rethink capital improvement plan as he felt presented to the Committee once a year and then don’t look at it until the next year and so would like to see it as a living document. He stated did not feel should micromanage but should be aware of projects.
Mr. Thompson asked Staff for their ideas as they are in buildings all the time.
• Ms. Rodriguez indicated she is more concerned about some projects than others and provided example of Coroner need for new cooler.
• Ms. Rodriguez indicated many of the buildings could use an update or refresh such as with restrooms, but as things are working so that becomes a lower priority.
• Ms. Rodriguez agreed that space utilization in buildings needs to be looked at.
• Ms. Rodriguez indicated she would like to have a space for public to come and
apply for County jobs online.
• Ms. Rodriguez indicated she is concerned about having enough staff to follow up on projects. She also indicated interns are great, but they also need management. Mr. Barnett agreed there is limited resources, but felt that budget is given to them, Committee approves budget, the Committee should work to prioritize items and if they feel an item needs to be included in budget then should lobby fellow board members to get it approved.
• Ms. Taylor agreed with list but also need paradigm shift with departments heads. She said not all departments look at what their future needs might be but only consider what their immediate needs are. She also suggested that departments look at grant funding for projects.
• Mr. Steffa thanked them for having this conversation. He stated times have been tough and Department Heads have not always been able to bring forward things they want. He stated he would be bringing forward request for full time person during budget and said our trails need to be improved but we have had to focus on other items. He said equipment could be purchased to help them with projects. Ms. Rodriguez said there has been a history of not being aspirational and feel Department Heads should present their needs even if the Committee and Board have to say no. Mr. Barnett agreed as he would rather have staff come and say this is a need and the Committee say may have to wait or say no then not to know what the needs are of the departments.
Aspirations
• Mr. Friedrich stated he was not bringing ideas because concern was with
Maintenance and making sure we have foundation to take care of what we have instead of adding new things they would have to take care of. Mr. Beard stated if Committee asks for projects or items to be purchased and the Board agrees then Board should also take into account staffing or increased staffing costs. Mr. Smith agreed if Maintenance is behind then should not be adding new things to the list of items to be taken care of. Mr. Daugherty indicated they are filling two staff positions soon which would help.
• Mr. Beard – signage at the poplar cemetery near Animal Control. Ms. Rodriguez indicated that signage is important because you have to walk across someone else property to see the cemetery.
• Ms. Johnston asked Mr. Steffa and his staff to provide ideas or let them know things they feel the public is looking for such as a dry good store and boat storage that would encourage more people to visit and possibly provide more revenue streams. Mr. Steffa said he would work on that. Mr. Smith said he appreciated Mr. Steffa’s dedication to the park and thanked him for expressing needs of the park and ways to make it more enjoyable for the public.
Mr. Daugherty indicated he appreciated the Committee coming forward and asking for input from Staff and Department Heads. He said that he feels his staff has worked to improve facilities and look forward to working with Staff and the Committee. He also encouraged them to reach out with questions or show them around buildings.
Mr. Beard stated that Illinois economy has not been great and he thanked past administration for their work to keep the County going when unemployment was high, and economy was in a recession. He said now we are coming out of that, so we need to start having these types of conversations and planning for the future.
Mr. Smith asked that if Staff surveyed employees about building needs, they include City of Bloomington Staff in Government Center building as well.
Ms. Rodriguez provided an update on the Fairview building. She indicated they put out a request for information and received only one from the same individuals who provided a presentation to the Committee; LIUNA about turning Fairview building into apartments for retirees.
Chairman Barnett presented the bills from the Auditor with a Prepaid Total and Fund total amount of $361,195.13.
Motion by Friedrich/Johnston to approve payments of bills from the Auditor in the amount of $361,195.13.
Motion Carried
Chairman Barnett asked if there was any other business to come before the Committee; hearing none, he adjourned the meeting at 7:01 p.m.
https://www.mcleancountyil.gov/ArchiveCenter/ViewFile/Item/7170
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