The Executive Committee of the DeKalb County Board met on Tuesday, September 9, 2003 @ 7:00 p.m. at the Legislative Center’s Freedom Conference Room. Chairman Robert Pritchard called the meeting to order.  Members present were Marlene Allen, Sue Leifheit, Roger Steimel and Ruth Anne Tobias.  Members absent were Jeff Metzger and John Wilson.  Others present were Ray Bockman, Gary Hanson, Pat LaVigne and Eileen Dubin.

APPROVAL OF MINUTES

            Moved by Ms. Leifheit, seconded by Ms. Tobias, and it was carried unanimously to accept the minutes of the August 12, 2003 meeting. 

APPROVAL OF AGENDA

Moved by Mr. Steimel, seconded by Ms. Tobias, and it was carried unanimously to approve the agenda.

APPOINTMENTS

            Chairman Pritchard recommended the following appointments:

DeKalb County Public

Building Commission:                         Robert Morrison, reappointment for a term of 5 years,
 until 10/01/2008.

Workforce Investment

Act Board:                                         Patricia LaVigne, appointment for a term of 2 years,
until 10/01/2005.

          Moved by Ms. Allen, seconded by Mr. Steimel, and it was carried unanimously to approve the appointments as presented by Chairman Pritchard, and to forward them to the full board for approval.

Chairman Pritchard said that next month the following committees and boards will have appointments expiring: another position for the Workforce Investment Act Board, one position for the Housing Authority of DeKalb County and one position for the Metropolitan Exposition Authority & Office Building.

BUDGET REVIEW/APPEALS

There were no questions asked of Mr. Hanson with regards to the County Board budget.

Chairman Pritchard asked the various members how the budget process was  going with regards to their individual committees?  Ms. Allen said that her committee had two appeals denied last evening. 

EXEMPT EMPLOYEE EVALUATION SYSTEM DISCUSSION

            Chairman Pritchard said that the committee had received a handout from Mr. Bockman explaining the plan.  Mr. Bockman said that this was an initiative that began with some board members last year who wanted to compensate an employee at a higher level and there was no mechanism for it.   A series of conversations were held over three months and brought to light for both board members and staff that there were some areas that could be improved in the system.  The system was more of a pass/fail system instead of a true merit plan.  One problem that was brought up was that one disadvantage that the board has in evaluating people is that they evaluate what they see the managers do at the committee level, not at their workplace.  He was asked to propose a system that addressed some of the weaknesses and that he would become more involved in the evaluation system. 

            Chairman Pritchard said that the issue before the committee is outlined in three goals that are explained in the handout from Mr. Bockman.  The first goal is the attraction of highly qualified managers to fill vacancies as they occur or as new positions are created.  The second goal is the retention of those highly qualified individuals who consistently perform as expected while in their positions.  And the third goal is to encourage creativity, innovation and performance that exceed normal expectations. (see resolution).  Chairman Pritchard asked if the committee had any exceptions to these three goals? 

            Mr. Steimel asked about the career step plan – is the amount equal to the C.P.I.?  Mr. Bockman said yes, it is.  So, said Mr. Steimel, to get a career step then you would get C.P.I. times 2?  Mr. Bockman said, basically, yes. 

            Chairman Pritchard explained that under the first goal the County would periodically look at third party sources for competitive compensation levels.  Under the second goal there would be a two-step process.  The first would be the professional development component.  Mr. Bockman and the individual would set out specific professional development that could involve forty hours over the year.  The second would be the annual performance plan in which Mr. Bockman sits down with the individual exempt employee and develops a plan that their respective committee has to approve.  At the end of the year the individual committees evaluate whether or not the employee achieved their own individual goal(s).  Chairman Pritchard said both of those components have to be met for the employee to receive the C.P.I.

            Chairman Pritchard continued by stating that the third goal is the exceptional performance.  Mr. Bockman said that this goal is broad right now and he would like to see it remain that way.  He said that when he met with the managers, they appeared to be fairly enthusiastic about it.  Any member of the DeKalb County Board or the Exempt Employee may initiate an application for recognition under this section.  The application should state the basis for which recognition is sought and shall be forwarded both to the County Administrator and the appropriate committee.  If the Administrator and a majority of the oversight committee recommend such recognition it shall be the sole determination of the DeKalb County Executive Committee as to what manner and/or amount of recognition to award.  He further stated that if the board agrees to do this then it will take some time to get the professional statements drawn up.  Once it is adopted, there really is no reason that can stop us from getting started relatively soon, said Mr. Bockman.   

            Moved by Ms. Allen, seconded by Ms. Leifheit, and it was carried unanimously to recommend the resolution to the full board for approval. 

APPROVAL OF THE COUNTY BOARD AGENDA

Mr. Bockman, County Administrator, reviewed the county board agenda for the board meeting to be held on September 17, 2003.  He pointed out that under the Executive Committee there would be the Exempt Employee Compensation Policy Resolution.   

Chairman Pritchard read the Ad Hoc Jail Study resolution to the committee that will be included in the packet.  Chairman Pritchard said that the alternatives are included in the recommendation.  

Mr. Steimel informed the committee about the property tax abatement resolution and said that the school district is talking about increasing impact fees because it is way too low.  The resolution would be a way of getting businesses and industry into the county, said Chairman Pritchard.

Moved by Ms. Leifheit, seconded by Ms. Allen, and it was carried unanimously to accept the county board agenda as presented.

GENERAL DISCUSSION

Ms. Allen, Chairman of the Public Services Committee, said that they heard from Judge Klein who updated the committee on the newly formed Intensive Probation Program.  He said that it is working very well.  She also said that they heard the two appeals that have been filed on the public defender’s budget and they both were denied. 

Ms. Leifheit, Chairman of the Administrative Services Committee, said that they briefly discussed the budget and since there have only been two appeals filed so far, she feels that it is a good indication of the fine job that Mr. Hanson and Mr. Bockman have done with the budget and recommendations as presented. 

Ms. Tobias, Chairman of the Public Policy Committee, said that her committee reviewed the Legislative Agenda Items with Representative David Wirsing and that he suggested that February 2004 would be a good time to hold the Legislative Breakfast.  She said that Senator Burzynski has been invited to visit with her committee next month.  They are also bringing the Family Day Proclamation to the full board this month.

Mr. Hanson said that the Forest Preserve Committee announced that the opening of the Potawatomi Woods is scheduled for October 12, 2003 @ 1:00p.m.

Chairman Pritchard said that the Public Infrastructure and Development Committee discussed the Tax Abatement Resolution at their last meeting. 

EXECUTIVE SESSION

          Moved by Mr. Steimel, seconded by Ms. Tobias, and it was carried unanimously to move into closed session to discuss personnel – exempt employee evaluations.

            Moved by Mr. Steimel, seconded by Ms. Tobias, and it was carried unanimously to return to open session.  A roll call vote was taken and all members present voted yes.

Merit Compensation for Exempt Employees. Moved by Ms. Leifheit, seconded by Ms. Allen, and it was carried unanimously, that pursuant to the current exempt pay plan a merit increase of 2% is recommended to be awarded to the following exempt employees:  Gary Hanson, Joan Berkes-Hanson, Terry Hannan, Ken Campbell, Margaret Whitwell, Paul Miller, Mary Olson, William Lorence and Ray Bockman. 

ADJOURNMENT

            Moved by Ms. Steimel, seconded by Ms. Allen, and it was carried unanimously to adjourn the meeting @ 8:05p.m. by a voice vote.

                                                                        Respectfully submitted,

                                                                        _________________________________
                                                                        Robert W. Pritchard, Chairman

_______________________________
Mary C. Supple, Secretary