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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, which has been amended from time to time and renamed the Judicial and Public Safety Strategic Planning and Technology Commission; and
WHEREAS, the Kane County Board now desires to further amend Ordinance 11-400 (as previously amended by Ordinances 13-27, 14-12, 14-168, 18-419, and 20-296) to re-establish the scope of purpose of the Commission to aid and assist in the acquisition, maintenance, and support of new Case Management Systems and other capital technologies; and
WHEREAS, the Kane County Board is also desirous to streamline the number of members of the Commission, and to change the Commission name to reflect its scope.
NOW, THEREFORE, BE IT ORDAINED by the Kane County Board that Ordinance 11-400 (as also amended by Ordinances 13-27, 14-12, 14-168, 18-419, and 20-296) 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 Kane County Judicial and Public Safety Technology Commission, and the Judicial and Public Safety Strategic Planning and Technology Commission.
Section 2: The Commission shall be composed of the following Members:
i: The County Board Chair
ii: The County Public Safety Chair
iii: The County Board Finance Chair
iv: Three County Board Members, appointed by the County Board Chair
v: Three Members from the Public at Large, one of whom shall be a
licensed attorney practicing in Kane County, appointed by the
County Board Chair
vi: The County State’s Attorney
vii: The County Public Defender
viii: The Chief Judge of the Sixteenth Judicial Circuit
ix: Two judges presiding in the Sixteenth Judicial Circuit, appointed by the
Chief Judge
x: The County Sheriff
xi: The Circuit Clerk
xii: A Member from the Kane County Bar Association, appointed jointly by
the County Board Chair and Chief Judge.
The Chair of the Commission shall be elected from among the Members by a majority vote. The term of Chairman shall commence at the meeting next following the expiration of the outgoing Chairman’s two (2)-year term. The term of Chairmanship shall be for two years. The Commission Chair shall designate a Vice-Chair whom 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 to the Kane County Judicial and Public Safety Technology Commission
Section 11. The Commission hereby adopts the Governing Electronic Attendance at Meetings to permit any member of the Commission to attend any of its meetings via electronic means as follows:
In accordance with the provisions of 5LCS 120/7 a member of the Judicial 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 of the business of the Commission and (c) a family or other emergency.
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.
Passed by the Kane County Board on TBD.
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John A. Cunningham, MBA, JD, JD Corinne M. Pierog MA, MBA
Clerk, County Board Chairman, County Board
Kane County, Illinois Kane County, Illinois
Vote: