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Restating and Amending Ordinances 20-296, 18-419,14-168, 14-12, 13-27, And 11-400 Establishing the Judicial and Public Safety Strategic Planning and Technology Commission
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WHEREAS, Ordinance 11-400 Establishing the Judicial and Public Safety Technology Commission was passed on December 13, 2011, and has been amended from time to time, which included renaming the Commission and expanding the Commission membership and scope of purpose; and
WHEREAS, the public interest is best served to return the scope of the Commission to the original purpose to aid and assist in the acquisition, maintenance, and support of new Case Management Systems and other capital technologies, to rename the Commission to reflect the same, and to make other various changes to the membership and governance of the Commission.
NOW, THEREFORE, BE IT ORDAINED, that the Kane County Board that Ordinance 11-400 (as also amended by Ordinances 13-27, 14-12,14-168, 18-419, and 20-296), and Chapter 2 (Administration), Article VII (Boards, Commissions, Etc.), Division 6 (Kane County Judicial and Public Safety Strategic Planning and Technology Commission), be amended as follows:
Section 1: The County of Kane ("County") hereby establishes the Kane County Judicial and Public Safety Technology Commission ("Commission"). The Commission is to function in all ways as a successor to the Judicial and Public Safety Technology Task Force, the Judicial and Public Safety Technology Commission, the Judicial and Public Safety Strategic Planning and Technology Commission, and the Judicial Center Master Plan Subcommittee previously established by the County.
Section 2: The Commission shall be composed of the following Members:
i. The County Board Chair
ii. The County Board Vice-Chair
iii. The County Board Judicial and Public Safety Committee Chair
iv. The County Board Finance/Budget Committee Chair
v. The County Board Administration Committee Chair
vi. One County Board Member, appointed by the County Board Chair
vii. Four Members from the Public at Large, one of whom shall be a licensed attorney practicing in Kane County, appointed by the County Board Chair
viii. The County State's Attorney
ix. The County Public Defender
x. The Chief Judge of the Sixteenth Judicial Circuit
xi. Two judges presiding in the Sixteenth Judicial Circuit, appointed by the Chief Judge.
xii. The County Sheriff
xiii. The Circuit Clerk
xiv. The Vice-President of the Kane County Bar Association.
A Chair and Vice-Chair of the Commission shall be elected from among the Members by a majority vote. Continued membership on the Commission is required to continue to hold office. The election of the Vice-Chair shall be at a separate meeting from the election of the Chair. Term of office shall be for two (2) years until a successor assumes office under this provision. Term of office shall commence upon adjournment of the meeting at which the election is held. The Vice-Chair shall serve as Chair in case of the unavailability of the Commission Chair.
Section 3. The Commission shall make decisions for the County regarding capital purchases in technology for the judiciary and public safety departments of the County. These departments shall include but are not limited to the Judiciary, the State's Attorney's Office, the Public Defender's Office, the Sheriff’s Office, and the Circuit Clerk's Office.
Section 4. The Commission shall, upon receipt of a report developed by the firm of URL Integration outlining proposed standards and budgets for the acquisition of a new Case Management Systems (“CMSs") for the Circuit Clerk, Judiciary, State's Attorney and Public Defender for judicial and public safety departments of the County, propose a budget for the development and purchase of new CMSs. Thereafter, the Commission shall forward its proposed CMS budget to the County Board for approval. If the proposed budget is acceptable to the County Board, the County Board shall pass a resolution formally approving the budget for the CMSs, and establishing the method by which the budget shall be funded, the source of such funds, and the allocation of such funds between County departments ("CMS Process Resolution"). The budget so proposed and approved shall include both a proposed CMS budget, and a sub-budget for each department that shall seek to participate in CMS acquisition and integration.
Section 5. In addition to proposing budgets for the development and purchase of new CMSs, any time the County wishes to expend funds to be used for capital technology, the Commission shall make recommendations to the County Board regarding that capital technology, and regarding the selection of consultants for capital technology purposes.
Section 6. Upon the County Board's adoption of the CMS Process Resolution, any office holder or department head, in consultation with the Chief Judge of the Sixteenth Judicial Circuit ("Chief Judge"), the Circuit Clerk, and the Kane County Information Technology Director ("IT Director"), shall be responsible for writing a Request for Proposals ("RFP") for that department or office holder's office, which RFP shall be consistent with the URL report and the budget approved by the County Board. Once completed, the CMS RFP shall be submitted to the Commission for review and approval. If a CMS RFP is approved by the Commission, the CMS RFP shall be formally issued by the County Purchasing Department to solicit responses. The CMS RFP shall be subject to all applicable County purchasing regulations and ordinances not in contradiction with the Settlement Agreement.
Section 7. Any responses to a department's CMS RFP shall be submitted to the department head or office holder, the Circuit Clerk, the Chief Judge, and the IT Director. Any responses to a CMS RFP shall also be submitted to any of the following not already given the responses, for information purposes: the Kane County State's Attorney, the Kane County Public Defender, the Kane County Court Services Director, the Kane County Sheriff, and to the chairperson of the Commission. The department head, the Circuit Clerk, the Chief Judge and the IT Director shall jointly make a recommendation to the Commission as to the respondent of the department's CMS RFP which they believe should be selected as the approved vendor, within the confines of the approved budget (or any amendment thereto). In formulating a recommendation, these parties will also consult with any of the following parties not already among them, who will serve in an advisory role, with no decision-making authority: the Kane County State's Attorney, the Kane County Public Defender, the Kane County Court Services Director, and the Kane County Sheriff. At any time prior to the Commission's approval of the recommended respondent, the department head may meet with any respondent to the departments CMS RFP for purposes of discussing, detailing or negotiating any of the terms of any submitted response to the departments CMS RFP. At all stages from RFP development to selection of the CMS, the department head and Chief Judge will retain approval over the CMS and any other systems applicable to the department's office.
Section 8. The Commission shall review the recommendation of the department head, the Circuit Clerk, the Chief Judge, and IT Director as to which respondent to the department's CMS RFP should be selected, and shall approve or reject the recommendation. The Commission shall not have the authority to recommend approval of an alternate respondent. If the Commission determines to approve of the RFP/respondent selected by the department head, Circuit Clerk, Chief Judge and IT Director, the Commission shall do so by formal motion, and shall forward that recommendation to the County Board. The County Board shall thereafter consider the recommendation and, if it determines that it is appropriate to do so, shall undertake such action as shall be necessary to approve of the selected RFP/respondent, to fund out of the aforementioned budget and to implement the department's CMS project. If the County Board fails to approve the recommendation of the Commission, no CMS acquisition shall be undertaken as a component of this process.
Section 9. The Commission shall evaluate the CMS needs of each department on a case- by-case basis. Should the County Board, by passage of an appropriate resolution, approve a budget for a change to the CMS of any County department, then for each such department, the process outlined above shall generally be followed.
Section 10. The Commission shall be renamed as the Kane County Judicial and Public Safety Technology Commission.
Section 11. The Commission hereby adopts the following rules governing electronic attendance at meetings to permit any member of the Commission to attend any of its meetings via electronic means:
In accordance with the provisions of 5 ILCS 120/7, a member of the Judicial and Public Safety Technology Commission may attend a Commission meeting by video or audio conference, or other remote participation using electronic contemporaneous interactive communication. provided:
1. A quorum of the corporate authority is physically present for the meeting.
2. Any member who desires to attend a meeting by remote electronic participation has given the Recording Secretary at least four (4) hours advance notice via email or phone that they are unable to physically attend the meeting due to (a) personal illness; (b) employment purpose or the business of the Commission; (c) a family or other emergency; and (d) unexpected childcare obligations.
3. Members should use all means necessary to be physically present for all meetings.
4. The Commission may revoke the right to attend a meeting by remote electronic participation if a member is abusing or frequently not attending meetings in person.
5. When a member of the Commission is attending a meeting electronically, the Recording Secretary shall announce to the public that the member is present electronically and has notified the Recording Secretary in accordance with this policy, unless a motion objecting to the member's electronic attendance is made. seconded. and approved by a majority of the Commission physically present at the meeting. If no such motion is made and seconded, or if any such motion fails to achieve the required vote by members of the Commission physically present at the meeting, then the request by the member to attend the meeting electronically shall be deemed approved and the requesting member noted as being electronically present.
6. Any member attending electronically shall be counted as present and the minutes shall reflect that a member was attending by remote electronic participation.
7. The electronic equipment used for remote participation shall be of such quality that the members present and the public shall be able to hear the comments of the member participating.
8. The member attending electronically shall have the same rights to participate in discussions and vote as if the member were physically present. A member attending electronically may leave a meeting and return as in the case of any member, provided the member attending electronically shall announce his or her leaving and returning.
Section 12. Regular Commission meetings shall be held on the second Thursday of the months of January, April, July, and October at such time and place as approved by the Chair and accommodated by Kane County administrative scheduling. The Chair may direct notice to issue to cancel any regular meeting when no substantive business appears on the agenda. Special meetings of the Commission may be called by the Chair, or one-third (1/3) of the members, at such date, time, and place as approved by the Chair and accommodated by the Kane County administrative schedule.
Passed by the Kane County Board on February 10, 2026.
____________________________ ____________________________
John A. Cunningham, MBA, JD, JD Corinne M. Pierog MA, MBA
Clerk, County Board Chairman, County Board
Kane County, Illinois Kane County, Illinois
Vote: