ANNUAL BUDGET2 Fores eserv istric an ount nnua udge Y2020/21 Preface Invertebrates The cover photo...

Forest Preserve District of Kane County Fiscal Year 2020/21

ANNUAL BUDGETANNUAL BUDGET

Forest Preserve District of Kane County — Annual Budget FY2020/212

PrefaceInvertebrates

The cover photo for the Fiscal Year 2020/21 Annual Budget was taken at LeRoy Oakes Forest Preserve in St. Charles, by Naturalist Erica Lemon. The image captures a Green Darner Dragonfly, one of our areas largest types of dragonflies. Green Darners can grow up to three inches long. They typically live near water — ponds, lakes and marshes. The pond at LeRoy Oakes is the perfect spot for the Green Darner.

The front cover and divider tabs for this year’s Annual Budget include photographs not only of dragonflies, but of butterflies, caterpillars, moths, wasps, spiders and a praying mantis, as well. What do all of these animals have in common? They’re invertebrates. That is, they are all part of a large group of animals that do not have a backbone.

In fact, more than 90 percent of all living animal species fall in the invertebrate category. They may live on land — like many spiders, insects, caterpillars and worms — or in water, like squids, clams or crayfish. Although sometimes thought of as “bugs,” invertebrates play a beneficial role in nature. Some aerate the soil. Others serve as pollinators. Many eat mosquitoes (yet another invertebrate). Marine invertebrates can act as water filters.

Next time you’re in the Kane County forest preserves, take a look around. What invertebrates do you see?

Forest Preserve District of Kane County — Annual Budget FY2020/21 3

Mission ......................................................................................................................................................................... 5History .......................................................................................................................................................................... 5Forest Preserve Commission ..................................................................................................................................... 6Committees Structure and Members ....................................................................................................................... 7Strength of Schedule ................................................................................................................................................... 8Senior Management Team ....................................................................................................................................... 11Map of District Properties .......................................................................................................................................12Equalized Assessed Value (EAV) and Tax Rate History ..................................................................................... 13

Policies ..........................................................................................................................................................15Purchasing Ordinance .............................................................................................................................................. 17Fund Balance Policy .................................................................................................................................................40Investment Policy ......................................................................................................................................................43Capital Assets Policy ................................................................................................................................................48Unclaimed Property Policy ...................................................................................................................................... 52Credit Card Security Policies .................................................................................................................................. 53

Fund 01 - General ......................................................................................................................................65General Fund Revenues ............................................................................................................................................67General Fund Expenditures ....................................................................................................................................68New/Replacement Requests .....................................................................................................................................69Goals & Objectives .................................................................................................................................................... 70Annual Budget ........................................................................................................................................................... 78

Fund 02 - IMRF ...........................................................................................................................................99Annual Budget ......................................................................................................................................................... 101

Fund 03 - Construction & Development ........................................................................................ 103New/Replacement Requests ................................................................................................................................... 105Annual Budget .........................................................................................................................................................106

Fund 04 - Bond & Interest ....................................................................................................................119Annual Budget .........................................................................................................................................................120

Fund 05 - Land Acquisition ................................................................................................................. 123Annual Budget .........................................................................................................................................................124

Fund 06 - Insurance Liability .............................................................................................................. 125Annual Budget .........................................................................................................................................................127

Fund 07 - Enterprise ...............................................................................................................................129Annual Budget ......................................................................................................................................................... 131

Fund 08 - Social Security ......................................................................................................................133Annual Budget ......................................................................................................................................................... 135

Table of Contents


Table of Contents (continued)Fund 11 - Mitigation ...............................................................................................................................137Annual Budget ......................................................................................................................................................... 139

Budget Ordinance ..................................................................................................................................141


MissionIt is the mission of the Forest Preserve District of Kane County to acquire, hold and maintain lands within Kane County, which contribute to the preservation of natural and historic resources and habitats, flora, fauna; and to restore, restock, protect and preserve such lands for the education, recreation and pleasure of all its citizens.

HistoryOrganized in 1925 by public referendum, the District now owns more than 94 properties consisting of over 20,000 acres. The Forest Preserve Commission governs the District and handles the District business of establishing policies and acquisition of open space for the citizens of Kane County. The acquisition of open space has been a priority for the District.

The primary purpose of forest preserves is to protect plant and animal life so that present and future generations can enjoy their wonders. Areas have been set aside for picnicking, hiking, fishing, boating, and camping, with portions of the lands deliberately left as primitive as possible. Since many species of trees, shrubs, flowers, birds and animals are rapidly becoming extinct in Kane County; the help of all is needed to preserve them.


Forest Preserve Commission

PresidentMichael Kenyon .............................................................................................................District 16

President Pro Tem & Treasurer Mark Davoust .................................................................................................................District 14

Secretary Susan Starrett .................................................................................................................District 10

Treasurer Penny Wegman ............................................................................................................................ District 20

Assistant SecretaryMonica Meyers

Myrna Molina ................................................................................................................District 1 Theresa Barreiro ............................................................................................................District 2 Anita Marie Lewis .........................................................................................................District 3 Angela Clay-Thomas .....................................................................................................District 4 Bill Lenert .....................................................................................................................District 5 Matt Hanson ..................................................................................................................District 6 Monica Silva ..................................................................................................................District 7 Barbara Hernandez ........................................................................................................District 8Tom Koppie ...................................................................................................................District 9 John Martin ....................................................................................................................District 11 John Hoscheit .................................................................................................................District 12Steve Weber ................................................................................................................................. District 13Barbara Wojnicki......................................................... .........................................................District 15 Deborah Allan ................................................................................................................District 17 Drew Frasz .....................................................................................................................District 18 Mohammed Iqbal ...........................................................................................................District 19 Cliff Surges ....................................................................................................................District 21 Douglas Scheflow ..........................................................................................................District 22 Christopher W. Kious ....................................................................................................District 23 Jarett Sanchez ................................................................................................................District 24


Committees Structure and MembersMonthly meeting notices are sent to committee members, the media, and those members of the public that request them. Committee meeting dates are listed on the District Web site at www.kaneforest.com. Dates and times are subject to change.

Executive CommitteeMichael Kenyon, ChairDeborah Allan Theresa Barreiro Mark Davoust Drew FraszJohn Hoscheit Bill LenertJohn Martin Susan Starrett Penny Wegman

Finance & Administration CommitteeMark Davoust, ChairTheresa BarreiroMatt Hanson John HoscheitMichael KenyonChristopher KiousBill LenertJohn MartinPenny Wegman

Land Acquisition & Enterprise CommitteeBill Lenert, ChairAngela Clay-ThomasMark DavoustJohn HoscheitMichael KenyonJohn MartinMyrna MolinaCliff Surges

Planning & Utilization CommitteeTheresa Barreiro, ChairDeborah Allan Drew FraszMohammad Iqbal Michael KenyonChristopher Kious Jarett Sanchez Steve Weber Barbara Wojnicki


Strength of ScheduleSchedule of Authorized Persons for FY2020/21

M:\Community Affairs\Finance\BUDGET\Budget-20-21\BudgetDesign_20-21\Schedule of Authorized Position FY20_21.xlsx Page 1 of 3

DEPARTMENT / POSITION TITLE2016-2017 Authorized Positions

2017-2018 Authorized Positions



2020-2021AuthorizedPositions

AdministrationAdministrative Specialist 0 1 1 1 1

Executive Assistant 2 1 1 1 1

Executive Director 1 1 1 1 1

President 1 1 1 1 1

Total Administration 4 4 4 4 4

Community AffairsAssistant Naturalist 1 1 0 0 0

Communications & Marketing Coordinator 1 1 1 1 1

Director of Community Affairs 1 1 1 1 1

Environmental Education Manager 1 1 1 1 1

Naturalist 2 2 3 3 3

Total Community Affairs 6 6 6 6 6

FinanceAccounting Manager 1 1 1 1 1

Accounts Payable Specialist 1 1 1 1 1

Administrative Assistant 1 1 1 1 1

Buyer 1 1 1 1 1

Chief Financial Officer 1 1 1 1 1

Payroll Coordinator 1 1 1 1 1

Total Finance 6 6 6 6 6

Human ResourcesDirector of Human Resources 1 1 1 1 1

Human Resources Generalist 1 1 1 1 1

Safety & Wellness Coordinator 0 0 0 1 1

Volunteer Coordinator 1 1 1 1 1

Total Human Resources 3 3 3 4 4

Natural Resources ManagementDirector of Natural Resources 1 1 1 1 1

Natural Resource Manager 1 1 1 1 1

Restoration Technician 3 3 4 4 4

Senior Restoration Technician 1 1 2 2 2

Wildlife Biologist 1 1 1 1 1

Total Natural Resources Management 7 7 9 9 9

Forest Preserve District of Kane CountySchedule of Authorized Full-Time Positions for Fiscal Year 2020/2021










Planning & OperationsChief of Planning and Operations 0 0 1 1 1

Director of Operations 1 1 1 1 1

Director of Planning & Development 1 1 0 0 0

Horticulturist 1 1 1 1 1

Landscape Architect 1 1 1 1 1

Master Tradesman 2 2 2 2 2

Mechanic 1 1 1 1 1

Operations Manager 2 2 2 2 2

Ranger 12 12 12 12 12

Ranger Assistant 11 11 11 11 11

Senior Ranger 8 8 8 8 8

Sign Specialist 1 1 1 1 1

Trades & Project Manager 1 1 1 1 1

Total Planning and Operations 42 42 42 42 42

Public SafetyDirector of Public Safety 1 1 1 1 1

Police Officer 4 4 4 4 4

Sergeant 1 1 1 1 1

Total Public Safety 6 6 6 6 6










% Change in Staff Since FY2016/2017 2020-2021Administration 0.0%Community Affairs 0.0%Finance 0.0%Human Resources 33.3%Natural Resources 28.6%Planning & Operations 0.0%Public Safety 0.0%

Fiscal Year 2016-2017 2017-2018 2018-2019 2019-2020 2020-2021TOTAL FULL-TIME EMPLOYEES 74 74 76 77 77

Increase/Decrease Since FY2019/2020 0Percentage Change Since FY2019/2020 0.0%

Increase/Decrease Since FY2016/2017 3Percentage Change Since FY2016/2017 4.1%


Laurie MetanchukDirector of

Community Affairs

Ken StanishChief Financial

Officer

Katy YeeDirector of

Human Resources

Ben HaberthurDirector of

Natural Resource Management

John GorethDirector of Operations

Mike GilloffoDirector of

Public Safety

Monica MeyersExecutive Director

Ellen MaglioExecutive Assistant

Ken AndersonChief of

Planning & Operations

Senior Management Team


Map of District PropertiesApproximately 22,493 Acres as of June 2020

72

56

38

56

47

68

64

72

25

47

31

25

31

47

62

25

56

56

FoxRiver

BuffaloPark F.P.

Fox RiverShores F.P.

FreemanKame-Meagher

F.P.

Helm WoodsF.P.

Binnie F.P.

SchweitzerWoods F.P.

Rutland F.P.

Fox RiverTrail-Dundee Twp.

RutlandTwp. Trail

PingreeGrove F.P.

Voyageur'sLanding F.P.

TylerCreek F.P.

ElginTownshipWetland

FitchieCreek F.P. Elgin

ShoresF.P.

Illinois PrairiePath-Elgin Branch

OtterCreekF.P.

KenyonFarm F.P.

Meissner-CorronF.P.

Jon J.DuerrF.P.

FersonCreek F.P. Fox River

Bluff F.P.

Fox RiverBluff

West F.P.

Campton F.P. LeRoyOakes F.P.

Elburn F.P.

Kane CountyEventsCenterJohnson's

Mound F.P.

GunnarAnderson F.P.

Fabyan F.P.

Mill CreekF.P.

BraeburnMarsh F.P.

Lone GroveF.P.

Dick YoungF.P.

BlackberryMaples F.P.

GlenwoodPark F.P.

UnderwoodF.P. Les Arends

F.P.

HannafordWoods_Nickels

Farm F.P.Arlene

ShoemakerF.P.

BlissWoods F.P.

AuroraWest F.P.

Culver F.P.

Barnes F.P.

Oakhurst F.P.Big Rock F.P.

Deer ValleyGolf Course

TekakwithaWoods F.P.

GreatWesternTrail

SleepyHollowRavine

RegoleProperty

PrairieGreen F.P.

Lake Run F.P.

Burnidge-PaulWolff F.P.

AndersenWoods F.P.

Eagles F.P.

RaymondStreet

HampshireF.P.

MuirheadSprings F.P.

Illinois PrairiePath-Batavia Branch

PoplarCreek F.P.

Bowes CreekWoods F.P.

CardinalCreek F.P.

Fox RiverTrail-Elgin

Twp.

RacewayWoods F.P.

St. Charlestwp. misc.

land 1

CamptonTownship

Land

Sugar GroveTwp. Land

HampshireSouth F.P.

GrunwaldFarms F.P.

Virgil F.P.

Hughes CreekGolf Course

JelkesCreek F.P.

BrewsterCreek F.P.

Jack E. CookPark and

Forest Preserve

WilloughbyFarms

BurlingtonPrairie F.P.

MillCreek SSA

BrunnerFamily F.P.

New HavenPark

Mill CreekGreenway

BolcumRoad

WetlandsHoscheit

Woods F.P.

Settler'sHill GolfCourse

ForestedFen F.P.

EdgewaterGreenway

MuetzeProperty

AntosProperty

WestlakeProperty

Bowes CreekGreenway

Needham Woods

Stony Creek

ChicagoPremiumOutlets

SauerFamily-Prairie

Kame F.P.

Big Rock

Kaneville

Sugar Grove

Virgil

Burlington

Blackberry

Campton

Plato

Hampshire DundeeRutland

St. Charles

Elgin

Geneva

Aurora

Batavia

34

30

20

88

90

MCHENRY COUNTYKANE COUNTY

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MCHENRY COUNTYCOOK COUNTY

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Forest Preserve District of Kane County2020 Land Holdings Map

´Forest Preserves - 22,493 Acres

Fox River

Municipalities

0 1 2 3 4 5Miles

This data is a representation of The Forest Preserve of KaneCounty. Disclaimer: This data does not represent Survey orEngineering grade accuracy. No accuracy is assumed for thedata delineated, herein, either expressed or implied by theForest Preserve District of Kane County or its Employees.


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0.20

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0.35

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2010

2011

2012

2013

2014

2015

2016

2017

2018

2019

Tax Rate

Year

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Cecropia Moth CaterpillarLeRoy Oakes Forest Preserve, St. Charles

Photo by Naturalist Josh Libman

PoliciesPoliciesForest Preserve District of Kane County Fiscal Year 2020/21




Purchasing OrdinanceForest Preserve District of Kane County

Updated 10/26/16

ARTICLE 1 – General Provisions

1.1 PURPOSEPursuant to the District’s statutory obligation to provide for the purchase of commodities, equipment and services, the purpose of this Ordinance is to manage the procurement process in compliance with all applicable laws and ensure that fair and equitable treatment is provided to all parties involved in the Forest Preserve’s purchasing activities as authorized by 70ILCS 805/5. The intent is to foster a competitive bidding environment to maximize public procurement funds; thereby increasing public confidence in the District’s purchasing practices.

1.2 APPLICABILITYThis ordinance applies to procurement of materials, services, supplies, equipment, construction; construction related services and professional services by the District. These provisions shall apply to all expenditures of public funds by the District for purchasing regardless of its source, except as otherwise provided by Federal or State law, or regulations. Procurements involving Federal or State funding will be subject to any applicable law, regulation or grant.

1.3 SEVERABILITYIf any provision of this Ordinance or any application thereof to any person or circumstances is held invalid, such invalidity shall not affect the validity of the remaining provisions or application of this Ordinance.

1.4 PROPERTY RIGHTSReceipt of a solicitation or other procurement document, or submission of any response thereto, or other offer, confers no right to receive an award or contract, nor does it obligate the District in any manner.

1.5 SINGULAR-PLURAL GENDER RULES

1.5.1 Singular-Plural Words in the singular include the plural and those in the plural include the singular.

1.5.2 Gender Words of a particular gender include any gender and the neuter, and when sense so indicates,

words of the neuter gender may refer to any gender.

ARTICLE II – Definitions

2.1 ARCHITECTEngineer and Land Surveying Services. Those professional services within the fields of architecture, professional engineering, structural engineering or land surveying as defined by the Local Government Professional Services Section Act, 50 ILCS 510/1 et seq.

2.2 BID SECURITYA guarantee that the bidder will enter into a contract, if an offer is presented within the specified period of time, otherwise failure on the bidder’s part will result in forfeiture of the bid Security.


2.3 CHANGE ORDERWritten authorization directing the Contractor to modify or change an existing purchase order or Contract.

2.4 COMPETITIVE SELECTIONA process whereby public Solicitation is used to select the best provider of Materials, Equipment, Supplies, Services, Construction and Construction related Services. Methods of Competitive Selection include Invitation for bids, Requests for Proposals and Requests for Qualifications.

2.5 CONFIDENTIAL INFORMATIONAny information which is available to an individual, solely due to his/her status as a District employee, and which is not a matter of public knowledge or accessible to the public on request.

2.6 CONTRACT MODIFICATIONSAny written alteration in the terms of conditions of any Contract accomplished by mutual action of the parties to the Contract.

2.7 CONSTRUCTIONThe process of building, altering, repairing, improving or demolishing any structure or building, or other improvements of any kind to any real property.

2.8 CONTRACTAll types of District agreements, including purchase orders, whether oral or written and regardless of what they may be called, for the Procurement of Materials, Services, Equipment, Supplies or Construction and Construction related Services.

2.9 CONTRACT RENEWALContinuation of the Contract for an additional period of time, under the original terms and conditions, when allowed by provisions for renewal, which were included in the original bid document. If the bid document does not include provisions for renewal, any continuation of the Contract would be considered a new Contract and therefore must be re-bid, unless a contract extension is approved by the Kane County Forest Preserve Commission.

2.10 CONTRACTORAny Person or entity that is party to a Contract with the District.

2.11 COOPERATIVE JOINT PURCHASINGProcurement conducted by or on behalf of more than one governmental unit.

2.12 DISCUSSIONSOral or written negotiations between the District and an offeror during which information is exchanged about Specifications, scope of the work, terms, conditions, and price set forth the initial proposal. Communication with an offeror for the sole purpose of clarification does not constitute discussions.

2.13 EMERGENCY PURCHASEProcurements obtained in circumstances which include, but are not limited to: situations threatening public health or safety, where immediate repairs required to District property to protect or prevent against further loss or damage, where immediate action is needed to prevent or minimize disruption of District Services, where immediate action is required to ensure integrity of District records, or where immediate actions are necessary to avoid a lapse or loss of federal, state or donated funds.

2.14 EQUIPMENTGoods that are purchased or used by the District that are not Materials or Supplies.


2.15 GOVERNMENTAL UNITThe State of Illinois, any public authority which has the power to tax, or any other public entity created by Federal or State statue.

2.16 INVITATION FOR BIDSAll documents, whether attached or incorporated by reference, utilized for soliciting sealed bids.

2.17 MATERIALSItems or Supplies required in the performance of day to day operations.

2.18 MULTIPLE PRICE QUOTATIONWhere competitive selection is not required or cannot be utilized because of an emergency, a process of obtaining price information from at least three (3) sources or vendors prior to purchase.

2.19 PERSONAny individual or group of individuals, business, union, firm, corporation, trust, sole proprietorship, joint stock company, partnership, association, joint venture, committee, club, or any entity.

2.20 PROCUREMENTThe purchasing, renting, leasing or otherwise acquiring of Materials, Supplies, Equipment, Services, Construction and Construction related Services. Includes all functions that pertain to obtaining any Material, Equipment, Supplies, Services, Construction or Construction related Services, including description of requirements, selection and Solicitation of sources, preparation and award of Contract, and all phases of Contract administration. Procurement shall include without limitation the entering into of all Contracts or agreements, whether the same are oral or written.

2.21 PROFESSIONAL SERVICESThose Services requiring special knowledge, education or skill whereby the qualifications or Persons rendering the Services are of primary importance. Professional Services shall include, but not be limited to, appraisers, attorneys, architects, engineers, accountants and land surveying services. An essential element distinguishing Professional Services from other services is confidence, trust and belief in not only the ability, but also the judgment and talent of the Person performing the service.

2.22 PURCHASING AGENTThe Chief Financial Officer or any Staff member of the Finance Department authorized to act as a Purchasing Agent.

2.23 REQUEST FOR INFORMATION All documents issued to vendors for the sole purpose of seeking information about the availability in the commercial marketplace of Materials, Equipment, Supplies, Services, Construction and Construction related Services.

2.24 REQUEST FOR PROPOSALSAll documents, whether attached or incorporated by reference, which are used for soliciting proposals in accordance with procedures defined herein.

2.25 REQUEST FOR QUALIFICATIONSAll documents, whether attached or incorporated by reference, which are used for soliciting qualifications in accordance with procedures defined herein.

2.26 RESPONSIBLE BIDDER OR OFFERORA Person who has the capability, in all respects, to fully perform the Contract requirements and who has the facilities, personnel, experience, integrity, reliability, equipment, acceptable past performance, financial strength, credit ranking which will assure good faith performance and is a Responsive Bidder.


2.27 RESPONSIVE BIDDERA Person who has submitted a bid that conforms, in all material respects, to the requirements set forth in the Invitation for Bid.

2.28 SERVICESThe furnishing of labor, time, or effort by a Contractor, not involving the delivery of a specific end product other than reports, which are merely incidental to the required performance. This definition shall not apply to employment agreements, collective bargaining agreements or to the definition of “Professional Services” as provided in subsection 2.21 of this section.

2.29 SOLICITATIONAn Invitation for Bids, a Request for Proposals, a Request for Information, or a Request for Qualifications.

2.30 SMALL PURCHASE THRESHOLDThe threshold established by the District at which public bids are not required.

2.31 SPECIFICATIONSAny description of the physical or functional characteristic or nature of Materials, Services, Equipment, Supplies or Construction and Construction related Services. It may include a description of any requirement for inspection, testing or preparing Materials, Services, Supplies, Equipment, Construction and Construction related Services.

2.32 STRINGINGDividing or fragmenting Procurements in order to circumvent Competitive Selection process and procedures. For purposes of this Ordinance, “Stringing” is the practice of issuing multiple purchase orders or requisitions for purchasing like items or Services, with the willful intent to circumvent purchasing policies.

2.33 SUBCONTRACTORA Person who Contracts to perform work or render service to a Contractor or to another Subcontractor as a part of a Contract with the District.

2.34 SUPPLIESMaterials or items used in day-to-day operations, which are usually stored and dispensed as required.

2.35 USED EQUIPMENTEquipment that has been in service for at least half of its commercially reasonable life or is otherwise determined by a District Department, on a case-by-case basis, to be a bona fide used item.

2.36 USING DEPARTMENTAny District Department which utilizes any Materials, Services, Supplies, Equipment, or Construction Related Services procured under this Ordinance.

2.37 PREVAILING WAGEThe wage, as established by the Illinois Prevailing Wage Act, 820 ILCS 130/.01 et seq., that must be paid for all public works contracted for, either through public bid or proposals, by the District.

2.38 CREDIT CARDSThe District has approved the use of specific vendor credit cards and one (1) general corporate credit card.


ARTICLE III – Procurement Organization

3.1 PRINCIPAL PUBLIC PURCHASING OFFICIALThe Chief Financial Officer shall serve as the Purchasing Agent for the District and shall be responsible for the Procurement of Materials, Supplies, Equipment, and Services in accordance with this Ordinance.

3.2 DUTIESIn accordance with the Ordinance and subject to the direction of the Forest Preserve District of Kane County Commission, the President and the Executive Director, the Chief Financial Officer shall;

1. Procure or supervise the purchasing of Materials, Services and Supplies required by the District.2. Process Contracts and purchase orders solicited through open competition for Materials,

Equipment, Services and Supplies required by the District.3. Create and maintain programs for Contract administration, specification preparation, inspection,

testing and acceptance, in cooperation with the District Departments using the Materials, Supplies, Services and Equipment.

4. Make written determinations as required by this Ordinance, specifying the facts supporting the determination, for retention in the permanent Contract file.

3.3 PURCHASING REGULATIONS AND OPERATIONAL PROCEDURESIn conjunction with the approval of the Executive Director, the Chief Financial Officer may adopt purchasing regulations and procedures consistent with all other provisions of this Ordinance, which relate to the execution of his/her duties and the implementation of this Ordinance by the Chief Financial Officer, including the delegation of purchasing authority pursuant to the terms of Section 3.5 hereof.

3.4 PUBLIC ACCESS TO PROCUREMENT INFORMATIONProcurement information is a public record but is subject to certain exemptions from disclosure under the Illinois Freedom of Information Act.

3.5 DELEGATION TO OTHER DISTRICT OFFICIALS

3.5.1 Authority Pursuant to this Ordinance, the Chief Financial Officer may delegate authority to Department

Directors to purchase Supplies, Equipment and Services, The delegate will be limited to a maximum amount of money not to exceed $15,000.00 provided that the rules contained within this document are abided by. A written requisition should be completed for Procurement services over $2,500.00. All contracts for items in excess of $2,500.00 will be let by the Finance Department.

3.5.2 Procurement Authority When the Chief Financial Officer has delegated Procurement authority to a Department Director,

delegation of all duties and responsibilities of the Chief Financial Officer under this Ordinance shall transfer to the Department Director to whom the Procurement authority has been delegated, with the exception of review, oversight authority and the letting of any required contracts. This authority shall reside with the Chief Financial Officer.


3.5.3 Purchasing Records All original records relating to a purchase shall be maintained by the Finance Department when

said purchase has been made by the Finance Department or delegate of a District Department.

ARTICLE IV – Source Selection and Contract Formation

4.1 ARTIFICIAL DIVISION OR FRAGMENTATION PROHIBITEDProcurements shall not be artificially divided or fragmented (Stringing) so as to circumvent any bidding or Competitive Selection process and procedures described in this Ordinance.

4.2 COMPETITIVE SEALED BIDDING

4.2.1 Conditions for Use All Procurements whose value equals or exceeds $25,000.00 shall be awarded by competitive

sealed bidding except as otherwise provided in section 4.5 (Professional Services), 4.6 (Emergency Procurements), 4.10 (Cooperative Joint Purchasing) or as provided by State statute.

4.2.2 Invitation for Bids An Invitation for Bids shall be issued and include all Specifications, terms and conditions

applicable to the Procurement.

Purchase Type

1. Goods & Equipment2. Construction3. Services



Emergency Procurement

Process

One quote is required

Three written quotes

Sealed bids & requests for proposals

Dollar Amount

Under $2,500

Over $2,500 Under $25,000

At or Over $25,000

Over $25,000

Forms

Purchase OrderCredit Card

Purchase Order

Purchase Order Contract

Purchase Order

Resolution Contract

Purchase Order

Resolution Contract

Approval Required

Written approval by Department Head or Chief Financial Officer

Written approval by Department Head or Chief Financial Officer

Forest Preserve District Board of Commissioners

Forest Preserve District Board of Commissioners


4.2.3 Public Notice Reasonable time for the required public notice of the Invitation for Bids shall be given, not

less than twenty-one (21) calendar days, prior to the date set forth therein for the submittal and opening of bids. For bids requiring a mandatory pre-bid conference, the public notice must be published at least five (5) days prior to the conference date. Such notice shall include publication in a newspaper of general circulation within Kane County. The public notice shall state the project place, submittal date and time of bid opening and date, time and location of the pre-bid conference. This public notice shall be placed on the District web site.

4.2.4 Bid Opening Bids shall be opened publicly in the presence of one or more witnesses at the time and place

designated in the invitation for Bids. The name of each bidder, bid amount and the relevant information the Chief Financial Officer deems appropriate shall be read aloud and recorded on an abstract. The abstract shall be available to public inspection in accordance with Section 3.4 (Public Access to Procurement Information).

4.2.5 Late Bids No bids received after the time specified in the Invitation for Bids will be considered, as it is the

responsibility of the bidder to ensure the bid is delivered according to the requirements stated in the Solicitation. All bids received after the specified time will be returned unopened to the bidder.

4.2.6 Acceptance and Evaluation of Bids Bids shall be unconditionally accepted without alteration or correction, except as authorized

by this Ordinance. Bids shall be evaluated to determine which bidder offers the lowest cost to the District in accordance with the evaluation criteria set forth in the Solicitation. Only objectively measurable criteria set forth in the Invitation for Bids shall be applied in determining the lowest Responsive Bidder. Examples of such criteria include, but are not limited to, quality of the product supplied, the product’s conformity with the Specifications, suitability of the product to the requirements of the District, availability of support services, uniqueness of the Service, Materials, Equipment or Supplies as it applies to network integrated computer systems, compatibility to existing equipment, delivery terms, discounts, transportation costs, and total or life cycle costs. The Invitation for Bids shall set forth the evaluation criteria to be used and no other criteria, not stated in the Specifications, shall be used. Alternative bids may be considered and accepted, only if provisions authorizing such offers are specifically stated in the Invitation for Bids and fulfill the required evaluation criteria set forth therein.

4.2.7 Award Upon submittal and approval from the Authorizing Committee, Executive Committee and

the Forest Preserve District of Kane County Commission, the contract shall be awarded by appropriate notice to the lowest Responsible Bidder whose bid meets the requirements and criteria set forth in the Invitation for Bids. All contractually required documents will be required prior to any notice to proceed.

4.2.8 Vendor Suspension from Bidding A Bidder (Vendor/Contractor) may be suspended from bidding on District bids by the Chief

Financial Officer, if it is determined that the bidder made false statements in previous bids or proposals, declined to accept an award of bid, failed to perform in a satisfactory manner on previous award of bid or is currently in breach of contract with the District for an outstanding project.


A Bidder may be suspended for one year for any of the above adverse actions to the District. During that period, the suspended Bidder will not be solicited by the District for any bids or proposals and any bids or proposals received by the District from a suspended Bidder will be returned to the Bidder unopened.

4.3 MULTI-STEP SEALED BIDS

4.3.1 Conditions for Use The multi-step sealed bid method may be used if the Chief Financial Officer determines:

• Available Specifications or purchase descriptions are not sufficiently complete to permit full competition without technical evaluations and discussions to ensure mutual understanding between the bidder and District.

• Definite criteria exists for evaluation of technical offers• More than one technically qualified source is expected to be available• A fixed-price Contract will be utilized

4.3.2InvitationtoSubmitTechnicalOffers In Phase One, multi-step bidding shall be initiated by the issuance of an Invitation to Submit

Technical Offers and shall be prepared in a form approved by the Chief Financial Officer. The Invitation to Submit Technical Offers shall contain the following information:

• Notice that the Procurement will be considered in two phases and priced bids shall be considered only in the second phase from bidders whose un-priced technical offers are found acceptable in the first phase

• Instructions and information concerning submission requirements, due date and time, submittal address, time period the offer shall remain open and any other special information

• The best description of the Materials, Equipment or Services requested• The requirements of the technical offers, such as drawings, descriptive literature,

samples, technical date and inspection or testing of a product before award

4.3.3 Public Notice Reasonable time for the required public notice of the Invitation to Submit Technical Offers shall

be given, not less than ten (10) calendar days, prior to the date set forth therein for the submittal and opening of bids. For offers requiring a mandatory pre-bid conference, the public notice must be published at least five (5) calendar days prior to the conference date. Such notice shall include publication in a newspaper of general circulation within Kane County. The public notice shall state the project, place, submittal date and time of bid opening, and date, time and location of pre-bid conference.

4.3.4 Public Opening The name of each offeror and other information deemed appropriate by the Chief Financial

Officer shall be read aloud and recorded on an abstract, which will be available for public inspection. The abstract and each technical offer shall be open to public inspection in accordance with Section 3.4 (Public Access to Procurement Information).

4.3.5AmendmentstoTechnicalOffers The Invitation to Submit Technical Offers may be amended after submission of the un-priced

technical offers and shall only be distributed to bidders who submitted un-priced technical offers. These bidders will be permitted to submit new un-priced technical offers or to amend the offers previously submitted. If an amendment materially changes the Procurement, the Invitation to Submit Technical Offers shall be cancelled in accordance with Section 4.21.


4.3.6AcceptanceandEvaluationofTechnicalOffers Un-priced technical offers shall be evaluated solely in accordance with the criteria set forth in

the Invitation to Submit Technical Offers and shall be determined to be acceptable or potentially acceptable for further consideration or unacceptable. A determination that an un-priced technical proposal is unacceptable shall be in writing, state the basis of the determination and be retained in the Procurement file. If the Chief Financial Officer determines a bidder’s un-priced technical offer is unacceptable, the Chief Financial Officer shall notify the bidder of this determination and that the bidder shall not be afforded an opportunity to amend its technical offer.

4.3.7 Discussions with Vendors The Chief Financial Officer may hold discussions with any bidder who submits an acceptable

or potentially acceptable technical offer, before submission or at any time during the evaluation of the un-priced technical offers. During Discussions, the Chief Financial Officer shall not disclose any information derived from one un-priced technical offer to any other bidder. After Discussions, the Chief Financial Officer shall establish a closing date for receipt of final technical offers and shall notify, in writing, bidders submitting acceptable or potentially acceptable offers of the closing date. The Chief Financial Officer shall keep a record of all Discussion.

4.3.8ReceiptofFinalTechnicalOffers After receipt of final technical offers, the Chief Financial Officer shall determine whether the

technical offers are acceptable for consideration in Phase Two or are unacceptable.

4.3.9WithdrawalofOffersinPhaseOne At any time during Phase One, offers may be withdrawn.

4.3.10 Public Access Technical offers received shall be open to public inspection after the execution of a Contract

except to the extent set forth in Section 3.4 (Public Access to Procurement Information).

4.3.11 Phase Two of Multi-Step Sealed Bidding Upon completion of Phase One, the Chief Financial Officer shall conduct Phase Two by issuing

an Invitation for bids under Section 4.2 (Competitive Sealed Bidding), except that the Invitation for Bids shall be issued only to bidders whose technical offers were determined to be acceptable in Phase One.

4.4 REQUEST FOR PROPOSALS

4.4.1 Conditions for Use In cases where the District seeks to contract for a project or service whose goals, tasks or results

are known, but for which the procedure or method of accomplishing same either may not be specified or is otherwise undetermined, a Contract may be entered into by use of the Request for Proposal procedure. Reasons for using the Request for Proposal procedure shall be approved by the Chief Financial Officer prior to the commencement of this procedure and presented for informational review to the appropriate committee and the executive committee at their next scheduled meeting. All Professional Services shall be subject to a request for proposal if required subject to the procedures as set forth in Section 4.5 of this Ordinance.

4.4.2 Request for Proposals A Request for Proposals shall be issued and include all Specifications, Terms, and

Conditions applicable to Procurement.


4.4.3 Public Notice Reasonable time for the required public notice of the Request for Proposals shall be in the same

manner as provided in Section 4.2.3 Competitive Sealed Bidding , Public Notice.

4.4.4. Receipt of Proposals Names of offerors will be read aloud in the presence of one or more witnesses and recorded on

an abstract. Contents of the sealed proposals shall not be disclosed to any of the competition or offerors during the negotiation process. The abstract shall be open for public inspection only after the Contract is awarded in accordance with Section 3.4 Public Access to Procurement Information.

4.4.5 Evaluation Factors The Request for Proposals shall state the relative importance of price and other evaluation

factors. 4.4.6 Discussions with Responsible Offerors and Revisions to Proposals As provided in the Request for Proposals, Discussions may be conducted with the Responsible

Offerors, who submitted proposals determined to be susceptible of being selected for award for the purpose of clarification to assure full understanding and responsiveness to the Solicitation requirements. Offerers shall be accorded fair and equal treatment with respect to any opportunity for Discussions and revision of proposals and such revision may be permitted after submissions and prior to award for the purpose of obtaining best and final offers.

4.4.7 Award Award submission and approval by the Board of Commissioners. Award will be made to the

Responsible Offeror whose proposal conforms to the Solicitation and is determined, in writing, to be in the best interests of the District based on the evaluation factors set forth in the Request for Proposals. The Contract file shall contain the basis on which the award is made.

4.5 PROFESSIONAL SERVICES SELECTION PROCESSThere will be circumstances where it will be necessary or advisable for the District to engage the services of independent professionals because of the District’s requirement or need for such services determined on a project-specific basis. In such cases, it shall be the goal of the District to negotiate the lowest reasonable fees consistent with obtaining the highest possible quality of service and professional expertise from the service providers. Independent professional service providers shall be selected on the basis of their demonstrated competence and expertise relative to the services to be rendered, the cost of the services, and their demonstrated or perceived ability to work with District staff, elected officials, and where applicable, other units of government and members of the public.The services may require mandatory or essential technical skills as well as, in some cases, professional licenses or certifications and are provided by accredited professionals in connection with defined assignments, which may result in the preparation of a report, the review and analysis of reports prepared by others, preparation of plans or specifications, recommendations of a particular course of action or policy, and include supervision or an activity (such as construction). 4.5.1 Requirements for Engagement of Independent Professionals The need or requirement of the District for the engagement of independent professional services

shall be based on a determination that one or more of the following circumstances exist:

A. The project requires an independent professional as a condition of Federal, State, or local law or regulation, or as a condition of a Federal, State of other grant or intergovernmental agreement;

B. The project requires specialized expertise or multiple areas of expertise not available


from existing staff;C. District staff is not available for the project due to present or anticipated workload or

other time constraints;D. The Project requires a limited engagement where it is not cost-effective to hire new full-

time staff to provide the necessary services or expertise;E. An actual emergency exists where existing staff cannot effectively be deployed or

mobilized due to the nature of the occurrence or time constraints.

4.5.2 Procedures for Selection of Independent Professionals Not Subject to the Local Government Professional Services Act

Contracts for professional services that are less than $2,500.00 may be awarded by the Chief Financial Officer pursuant to the recommendation of the user department.

Contracts for professional services that are at least $2,500.00 and less than $25,000.00 may be

awarded by the Chief Financial Officer where there has been a Competitive Price Quotation process and at least three quotations for the services have been obtained prior to selection.

Contracts for professional services that equal to or exceed $25,000.00 shall be awarded after a competitive selection process that includes a Request for Proposal to provide services, except in cases of actual emergency as set forth in Section 4.6 of this Ordinance. The District may require a uniform Request for Proposal process to be employed in the case of all contracts subject to the jurisdiction of the District and such other cases where it can be made applicable.

Contracts for professional services shall include or be accompanied by documentation from the Chief Financial Officer referencing the specific provision (s) of Section 4.5.1 of this Ordinance applicable to the particular project.

4.5.3 Procedures for Selection of Independent Professionals Subject to the Local Government Professional Services Selection Act, 50 ILCS 510/1 et seq.

Professional services of architects, engineers and land surveyors are governed by the requirements of the Local government Professional Services Selection Act, 50 ILCS 510/1 et seq (the “Act”), and by local policy, rules and regulations. All Professional Service Contracts or agreements for professional services for architectural, engineering or land surveying purposes, which equal or exceed $2,500.00, shall be subject to the Act.

4.5.4 Legal Services Legal services are subject to the supervision and control of the Forest Preserve District of

Kane County Commission, with selection of Attorney’s approved by the President, Executive Committee and the Forest Preserve District Commission.

4.6 EMERGENCY PURCHASE 4.6.1 Conditions for Use An Emergency purchase may be authorized without bidding in certain situations including, but

not limited to, situations threatening public health or safety, where immediate repairs are required to District property to protect or prevent against further loss or damage, where immediate action is needed to prevent or minimize disruption to District Services, where immediate action is required to ensure integrity of District records and where immediate action is necessary to avoid the lapse or loss of federal, state or donated funds. An Emergency Purchase shall be limited to those Materials, Supplies, Equipment, Services, Construction and Construction related Services necessary to satisfy the emergency and these purchases shall be made with such competitive evaluation as is practicable under the circumstances.


4.6.2EmergencyAffidavit A department seeking an Emergency Purchase shall prepare an emergency affidavit documenting

both the existence of an emergency condition and the nature of the emergency. The Department Head shall sign the affidavit and submit to the Chief Financial Officer the emergency affidavit requesting authorization to make the emergency purchase. The Chief Financial Officer shall submit said affidavit of emergency to the

Executive Director and President of the District for approval. The approval shall be ratified by the Forest Preserve District of Kane County Commission as soon as practicable.

4.6.3 Cost of Pricing Data The Chief Financial Officer may require from the requesting Department the submission of cost

or pricing data in connection with an award under this section.

4.6.4 Negotiations The Chief Financial Officer or his/her designee shall negotiate with the supplier, to the extent

practical, a Contract in the best interest of the District. The price paid must be reasonable considering the circumstances.

4.6.5 Contract Documentation The emergency affidavit must be included in the Contract file.

4.6.6BoardRatification Any emergency Purchase equal to or over $25,000.00 under this section shall be placed on the

agenda for ratification at the next regularly scheduled Executive Committee and Forest Preserve District of Kane County Commission meeting.

4.7 REQUEST FOR INFORMATIONThe Chief Financial Officer may issue a Request for Information to obtain data about Services, Equipment, Materials, Supplies, or Construction and Construction related Services to meet a specific District requirement. Sufficient public notice shall be provided in the same manner as stipulated in Section 4.2.3 (Competitive Sealed Bidding, Public Notice).

4.8 CHANGE ORDERSChange orders for a Contract obtained pursuant to this Ordinance shall be processed under the following guidelines:

All Change Order(s) for any amount requires approval from the full Commission Committee of the District.

In situations where the time required for processing approval of a Change Order necessitated by field conditions, whose total Change Order does not exceed $25,000.00, would unreasonably interrupt project schedules to the financial detriment of the District, the Change Order may be processed by the District Chief Financial Officer after written notification to the Executive Director and President. Change Orders made under these conditions shall be placed on the agenda for ratification at the next regularly scheduled Full Commission meeting.

4.9 SMALL PURCHASES

4.9.1 Small Purchase Threshold Any Procurement that does not exceed the aggregate dollar amount of $24,999.99, as established

by the District, shall be made in accordance with the rules adopted by the Chief Financial Officer for Small Purchases, subject to 4.9.2 (Procedure). Procurements shall not be artificially


divided or fragmented so as to constitute a small purchase under this Section and circumvent the Competitive Selection process and procedures.

4.9.2 Procedure Procurement of Materials, Services, Supplies, Equipment, Construction or Construction Related

Services that are less than $2,500.00 may be awarded by Department Heads pursuant to the procedures within this document (see chart of page 14).

Procurement of Materials, Services, Supplies, Equipment, Construction or Construction Related Services that are at least $2,500.00 and less than $25,000.00 may be awarded by the Chief Financial Officer where there has been a Competitive Price Quotation process and at least three quotations have been obtained prior to selection (see chart of page 14).

Procurement of Materials, Services, Supplies, Equipment, Construction or Construction Related Services that equal or exceed $25,000.00 shall be awarded after a competitive bid process, in accordance with this Ordinance (see chart of page 14).

4.9.3 Documented Written Quotations The District may procure Materials, Services, Supplies, Equipment, Construction or

Construction Related Services less than $25,000 by soliciting written Specifications and securing documented written quotations which provide (a) the name of the company or firm, (b) the person providing the quotation, (c) the delivery date, (d) FOB information, (e) cash terms, and (f) price (s) of items (s). A minimum of three (3) businesses, if available, handling the particular commodity or services shall be required to provide written quotations. A “No Bid” shall not meet the requirement of a responsible bid. Award shall be made to the business offering the lowest acceptable quotation, delivery and terms being a consideration.

4.9.4 District Vendor Charge Accounts The District has set up charge accounts at local vendors for the purchase of daily supplies. These

purchases are to be for small amounts and must be needed to support the day to day activities of the District, i.e. hardware supplies. These purchases can only be made by full time employees, showing their picture identification card as proof of employment. The Finance Department maintains a list of authorized vendors who honor the District’s purchasing policy. These are the only vendors authorized for use.

4.9.5 Reimbursement to Employees for Small Purchases Occasionally, employees may find it necessary to make small purchases at vendors that the

District has not setup charge accounts with. These purchases should be for emergencies only and are not the preferred purchase method and should be avoided with better planning. The District will reimburse employees for these purchases. Employees are required to obtain receipts for these purchases and to fill out a District reimbursement form, available from the Finance Department, listing the item purchased and the reason for the purchase. This form must be signed by the employee and approved by their supervisor and submitted to the Chief Financial Officer for review and approval. Once approved, the reimbursement will be submitted to the Forest Preserve District of Kane County Commission, with the District’s monthly invoices, for final approval, before payment can be made. Reimbursement will be made once a month. Reimbursements will be made for products purchased only.

4.10 COOPERATIVE JOINT PURCHASINGThe Chief Financial Officer may procure Materials, Services, Supplies, Equipment, Construction or Construction related Services, through any governmental agency without complying with the requirements of Section 4.2 (Competitive Sealed Bidding), provided:


Such Procurements are made pursuant to a written agreement between the governmental agency and the District.

Competitive Selection procedures, similar to the requirements of Section 4.2, were used in the application Procurement.

The Procurement is based on the State of Illinois Joint Purchasing Agreement and, approved by Resolution of the District;

Procurement through Government Joint Purchasing Alliances where the Contract was formally completed by the alliance or group.

This type of Procurement is not employed as a means for circumventing the general intent of this Ordinance.

The District is authorized by Illinois law or regulation to contract with such governmental agency.

4.11 SOLICITATION AMENDMENTS

4.11.1 Conditions for Use If necessary, an amendment to a Solicitation shall be issued to:

• Make changes in the Solicitation• Correct defects of ambiguities• To furnish other bidders information provided one bidder if the information will assist

the other bidders in submitting bids or the lack of information will prejudice the other bidders.

4.11.2 Distribution Amendments to Solicitations will be identified as such and shall be sent to all Persons to whom

the solicitation was originally sent, and all persons attending the pre-bid conference.

4.11.3 Receipt of Acknowledgement Amendments shall require the bidder to acknowledge receipt of the amendment by

acknowledging the receipt of the amendment on the submitted bid form.

4.11.4 Time Frame for Vendor Evaluation Amendments shall be issued a reasonable period before the due date to allow prospective bidders

sufficient time to consider the amendment in preparing their bids. If the due date does not allow the bidder sufficient time to review the amendment, the due date may be extended. The Chief Financial Officer shall determine what is reasonable time from the due date for each bid amendment.

4.12 PRE-BID CONFERENCESThe District may conduct a pre-bid conference within reasonable time, but not less than five (5) days before the scheduled bid opening date, to explain the Procurement requirements. Verbal statements made at the pre-bid conference which are not consistent with the written Solicitation shall not be binding upon the District unless a written amendment is issued.

4.13 PRE-OPENING MODIFICATION OR WITHDRAWAL OF BIDS/OFFERS 4.13.1InvitationforBidModificationorWithdrawal A bidder may modify or withdraw its bid at any time before the bid opening, if the sealed


modification or withdrawal is received in writing before the due date. A bidder or the bidder’s authorized representative may withdraw the bid in person if, before the scheduled opening date, the identity of the individual requesting withdrawal is established and that person signs a receipt for the bid. A bid may not be withdrawn if the bid opening has begun.

4.13.2 Request for Proposal Withdrawal A proposal may be withdrawn at any time before the scheduled opening date and time. An

offeror or the offeror’s authorized representative may withdraw the proposal in person if, before the scheduled opening date, the identity of the individual requesting withdrawal is established and that person signs a receipt for the proposal. A proposal may not be withdrawn if the offer opening has begun.

4.13.3 Documentation Retention All documents concerning a modification or withdrawal of a bid/offer shall be retained in the

appropriate Procurement file.

4.14 LATE BIDS/OFFERS, LATE WITHDRAWALS AND LATE MODIFICATIONS

4.14.1DefinitionofLateBid/Offer/Withdrawal/Modification A bid, offer, withdrawal, or modification is considered late by the District if it is received after the

date and time set for the submission of such bids/offers.

4.14.2 Conditions for Rejection A late bid, late offer, late withdrawal, or late modification shall be rejected unless it would have

been received on time but for the action or inaction of District personnel. The District shall be the sole judge as to deciding if this rejection applies.

4.14.3VendorNotification Bidders submitting late bids, late offers, late withdrawals, or late modifications shall be notified

of the rejection as soon as practicable.

4.14.4 Document Retention Documentation regarding a late bid, late offer, late withdrawal, or late modification shall be

retained in the appropriate procurement file.

4.15 UNIDENTIFIED BIDS/OFFERSAn unmarked envelope that does not identify a bid or bidder may be opened for the purpose of identification. Record shall be made on the envelope regarding the reason for its opening, date and time it was opened, the Solicitation to which the bid applies and the signature of the individual who opened the envelope. The Envelope shall then be resealed and retained in the Procurement file until the scheduled bid date.

4.16 MISTAKES IN BIDS/OFFERS 4.16.1MistakeDiscoveredPriortoBid/OfferOpening A bidder/offeror may correct mistakes discovered before the scheduled date and time for the bid/

offer opening by withdrawing or correcting the bid/offer as provided in Section 4.14.

4.16.2MistakeDiscoveredAfterBid/OfferOpening After bid/offer opening, a bid/offer mistake may not be corrected or withdrawn except in the

following situations;


• In the case of a mathematical error, the unit cost shall prevail and any corrections required due to an error of this nature shall be done by the District.

• The Chief Financial Officer may waive any minor (non-price) informalities in a bid/offer or allow the bidder/offeror to correct them if the revision is in the best interests of the District.

• Corrections to a bid/offer shall be permitted only to the extent the bidder/offeror can show by clear and convincing evidence that a mistake of nonjudgmental character was made, the nature of the mistake and the bid/offer price actually intended.

• In lieu of bid/offer correction, a bidder/offeror alleging a material mistake of fact may be permitted to withdraw its bid if:

• The mistake is clearly evident on the face of the bid document but the intended correct bid is not similarly evident or;

• The bidder submits evidence that clearly and convincingly demonstrates that a mistake was made.

• The Chief Financial Officer shall decide if a bid/offer may be corrected or withdrawn.

4.16.3 Mistakes Discovered After Award Mistakes shall not be corrected after award of a Contract except in cases where the Chief

Financial Officer makes a written determination that it would not be in the best interest of the District not allowing correction to the error and upon approval from the authorizing committee.

4.16.4 Written Determination If a correction or withdrawal of a bid offer after bid/offer opening is permitted or denied under

this section, the Chief Financial Officer shall prepare a written determination indicating the basis of the decision to approve or deny the correction or withdrawal.

4.17 ONLY ONE BID/OFFER IS RECEIVEDIf only one responsive bid/offer is received to a Solicitation, an award may be made to the single bidder/offeror if the Chief Financial Officer determines that the price submitted is fair and reasonable and that other prospective bidders/offerors had reasonable opportunity to respond or that there is not sufficient time for initiating another Solicitation. Otherwise the Chief Financial Officer may exercise the option to reject the bid/offer and seek bids/offers through a new Solicitation.

4.18 TIE BIDS

4.18.1 Conditions for Tie Bids Tie bids are the lowest cost bids from Responsive Qualified Bidders that are identical in price.

4.18.2 Award Determination Award of tie bids will be determined as follows:

• The date and time the bid/offer is received shall be taken into consideration.• If the bids are equal in all respects, the award shall be made by a coin toss by the Chief

Financial Officer with one or more witnesses upon three days written notice to the bidders. Tie bidders will be afforded the opportunity to witness the coin toss, however, attendance is voluntary.

4.19 CONFIDENTIAL INFORMATIONIf a person believes a bid, proposal, offer, specification or protest submitted to the District contains either trade secrets or propriety property, a statement should be included in the submission, which describes and supports their claim. The trade secrets or propriety property must be specifically identified as the information considered confidential. Entire bid submissions shall not be eligible for consideration as


confidential material. Trade secrets or proprietary property are exempt from inspection and copying under Illinois Freedom of Information Act (the “Act”).

The District does not represent, warrant or guarantee that any information designated as trade secrets or proprietary property will in fact be so deemed by any Court, and all bidders assume the risk that any and all information contained in a bid or proposal may not be exempt from disclosure under the Act. The District expressly disclaims all liability for such disclosure.

4.20 CANCELLATION OF A SOLICITATIONA Solicitation may be cancelled or submitted bids or proposals may be rejected in whole or part as may be specified in the Solicitation if it is in the best interests of the District. The reasons for such cancellation or rejection shall be included in the procurement file. Every Solicitation issued by the District shall contain language stating the District’s right to cancel the Solicitation and to reject submitted bids or proposals.

4.21 CANCELLATION OF A SOLICITATION BEFORE THE DUE DATE AND TIME

4.21.1 Authority of Determining Cancellation The Chief Financial Officer has the authority to cancel a Solicitation, in whole or part, before

the due date and time if a determination is made that cancellation is in the best interests of the District.

4.21.2NotificationofCancellation If a Solicitation is cancelled before the required submittal date and time, notice of the cancellation

shall be sent to all Persons to whom the Solicitation had been distributed. The notice shall identify the Solicitation and the reason for cancellation.

4.21.3 Handling of Received Bids/Proposals Any received bids/proposals shall be returned unopened to the vendors.

4.22 CANCELLATION OF A SOLICITATION AFTER RECEIPT OF BIDS OR PROPOSALS

4.22.1 Authority for Determining Cancellation The Chief Financial Officer has the authority to cancel a Solicitation after receipt of bids or

proposals, but before award, if a determination is made that cancellation is in the best interests of the District.

4.22.2NotificationofCancellation A notice of cancellation shall be sent to all bidders or offerors submitting bids or proposals.

4.22.3 Document Retention and Public Inspection Bids or proposals received for the cancelled Solicitation shall be retained in the appropriate

procurement file. If, within a reasonable time, the Chief Financial Officer intends to issue a new Solicitation for the same Materials, Services, Equipment, Supplies, Construction or Construction related Services the proposals submitted under the cancelled solicitation may be withheld from public inspection upon written determination that this action is in the District’s best interest. After award of the second Solicitation, bids or proposals submitted in response to both Solicitations shall be open for public inspection to the extent set forth in Section 3.4 (Public Access to Procurement Information).


4.23 Rejection of Individual Bids and Proposals

4.23.1 Conditions for Rejection A bid or proposal may be rejected if:

• The bidder is determined to be non-responsible in accordance with Sections 2.26 and 4.25.

• The bid is non-responsive pursuant to Section 2.27.• The proposed price is unreasonable.• The bid or proposal is not in the best interests of the District.• The contractor determined to be unqualified.

4.23.2NotificationofRejection Bidders or offerors will be notified in writing of the rejection of their bids or proposals with a

copy retained in the appropriate procurement file.

4.23.3 Document Retention and Public Inspection The determination for rejection will be retained in the Procurement file and shall be available

for public inspection to the extent set forth in Section 3.4 (Public Access to Procurement Information).

4.24 RESPONSIBILITY OF BIDDERS AND OFFERORS

4.24.1 Determination of Vendor Responsibility Before awarding a Contract to a bidder or offeror, the Chief Financial Officer will determine

whether that bidder or offeror is responsible. The Signature of the appropriate official authorized to execute the Contract award signifies the bidder or offeror is responsible.

4.24.2 Factors in Determining Responsibility Factor considered in determining whether a bidder or offeror is responsible are:

• The bidder’s or offeror’s resources in terms of financial, physical and personnel• The bidder’s or offeror’s record in terms of past performance and integrity• Whether the bidder or offeror is legally qualified to do business with the District• Whether the bidder or offeror complied with requirements for submitting information

regarding their responsibility• Whether the bidder or offeror met specific responsibility criteria established within the

Solicitation for a particular Procurement• Where bidder or offeror fails to promptly supply information in connection with any

inquiries concerning responsibility• The qualities of the products supplied, their conformity with the Specifications and their

suitability to the requirements of the District• Availability of support services• Uniqueness of Services, Materials, Equipment or Supplies as it applies to networked,

integrated computer systems• Compatibility to existing Equipment• Delivery terms

4.24.3DeterminationofaNon-ResponsibleBidder/Offeror A determination of a Non-Responsible Bidder or Offeror shall be in writing by the Chief

Financial Officer outlining the basis of the determination and a copy shall be included in the procurement file.


4.24.4NotificationtoNon-ResponsibleBidder/Offeror A notice shall be sent to the Non-Responsible Bidder or Offeror stating the basis of the

determination. The decision may be appealed as provided in Article VI of this Ordinance.

4.24.5DisseminationofBidder/OfferorInformation Information furnished by a bidder or offeror pursuant to this section shall not be disclosed outside

of the Finance Department without the prior written consent by the bidder or offeror except in accordance with Section 3.4 (Public Access to Procurement Information).

4.24.6Bidder/OfferorRights A finding of non-responsibility shall not be construed as a violation of the rights of any Person.

4.25 BID SECURITY AND PERFORMANCE/PAYMENT BONDSBid security may be required for Contracts when provided by statute or when the Chief Financial Officer determines it is in the best interests of the District.

Acceptable forms of security which may be submitted are: an executed surety bond issued by a firm licensed and registered to transact such business with the State of Illinois; cash, certified check or cashier’s check payable to the Forest Preserve District of Kane County (personal or company checks are not acceptable); an irrevocable letter of credit; or any other form of deposit issued by a financial institution and acceptable to the District. Acceptability shall be determined by the Chief Financial Officer.

Bid security shall be in an amount not to exceed ten (10) percent of the amount of the bid/offer.

Contract Performance and Payment Bonds: When a Contract is awarded the required performance bonds or payment bonds, in the amount stated in the bid document, shall be delivered to the District and shall become binding on the parties upon the execution of the Contract.

Bid Security, performance bonds or payment bonds shall not serve as a substitute for determining bidder responsibility.

4.26 BID DOCUMENTS REQUIRED FOR AWARD OF BIDThe following documents are required to be submitted by any Bidder that is awarded a bid:

• A signed statement of Prevailing Wage as described in Article II, Section 2.37 of this ordinance.• A signed contract, as required, stating the terms and conditions of the bid project, supplied by the

District.• A signed statement acknowledging the Bidder has a Substance Abuse Policy in place and a copy

of said policy. • A signed statement by the Bidder acknowledging the Bidder will supply the District with

certified payroll for each payout request submitted by the Bidder, before payment can be made.• A signed statement by the Bidder acknowledging the Bidder will provide contractor Lien Waivers

for each payout request by the Bidder before payment can be made.• Any other documents deemed necessary by the Chief Financial Officer for the District to proceed

with the award of any bid or proposal.

4.27 MULTI-YEAR CONTRACTSThe District’s policy on multi-year Contracts includes the following:

• All multi-year Contracts presented for approval shall contain the total value of the award for the multi-year period.

• Multi-year Contracts shall not be presented to a Committee or the Forest Preserve District of


Kane County Commission where the terms of the contract exceeds two (2) years without prior approval by the Chief Financial Officer.

4.28 EXTENSION OF BID/OFFER ACCEPTANCE TIMEBefore opening of bids or offers, the Chief Financial Officer may allow, in writing, an extension of time during which the District may accept the bids or offers.

Subsequent to receipt of the District’s extension of time, the bidder or offeror may withdraw their bid or offer, without penalty, though written notification to the Chief Financial Officer. No other modifications shall be allowed.

ARTICLE V – Specifications

5.1 RESPONSIBILITY FOR SPECIFICATIONSThe Chief Financial Officer or delegated Department Head shall prepare, revise, maintain and monitor Specifications for Materials, Supplies, Services, Equipment and Construction or Construction related Services required by the District, under the Direction and instruction and authority of the Chief Financial Officer.

5.2 RELATIONSHIP WITH USING DEPARTMENTSThe Chief Financial Officer shall obtain expert advice and assistance from personnel of Using Department in the development of Specifications and may delegate to a Using Department the request to submit its own Specifications. The Chief Financial Officer shall retain authority to approve or disapprove all Specifications.

5.3 MAXIMUM PRACTICABLE COMPETITIONAll specifications shall be drafted so as to promote overall economy for the purposes intended and encourage competition in satisfying the District’s requirements and shall not be unduly restrictive. This policy applies to all Specifications including but not limited to, those prepared for the District by architects, engineers, designers and draftsman.

ARTICLE VI – Appeals and Remedies

6.1 BID PROTESTS 6.1.1 Right to Protest Any actual or prospective bidder, offeror, or Contractor who is engaged in connection with any

Solicitation or award of a Contract may protest to the Chief Financial Officer. Any protest must be submitted in writing within seven (7) calendar days from the issuance of the Solicitation, addendum, notice of award, or other decision by the Chief Financial Officer or authorized official.

6.1.2 Stay of Procurement During Protest In the event of a timely protest under Section 6.1.1, the Chief Financial Officer or the authorized

official, after consulting with the District’s Attorney, shall determine whether it is in the best interests of the District to proceed with the Solicitation or award of the Contract.

6.2 CLAIMS AFTER CONTRACT IS AWARDEDUnless otherwise provided by the terms of the Contract, all claims by a Contractor against the District relating to a Contract shall be submitted in writing to the Chief Financial Officer, The Contractor may request a conference with the Chief Financial Officer on the claim. Claims include, without limitation,


disputes arising under a Contract and based upon breach of Contract, mistake, or misrepresentation. In the case of a contract-based dispute, the provisions of this ordinance shall prevail over any inconsistent provision in the contract, unless the Forest Preserve District of Kane County Commission has expressly waived such protection.

6.3 AUTHORITY OF THE CHIEF FINANCIAL OFFICER TO SETTLE BID PROTESTS AND CONTRACT CLAIMS, SUBJECT TO STATUTORY PROVISIONS 6.3.1 Authority The Chief Financial Officer is authorized to settle any procedural protest regarding the

Solicitation or award of a District Contract prior to an appeal to the appropriate Committee thereof so long as all affected or interested parties are in Agreement. The Chief Financial Officer, after consulting with the District’s Attorney, shall make recommendations on the resolution of any unresolved protest to the Executive Director.

6.3.2NoticetotheContractoroftheChiefFinancialOfficer’sDecision If the protest or claim is not resolved by mutual agreement, the Chief Financial Officer shall issue

a decision in writing within seven (7) calendar days and it shall be mailed or otherwise furnished to the aggrieved party. The decision shall state the reasons for the decision reached and shall inform the aggrieved party of its appeal rights under Section 6.3.3.

6.3.3FinalityoftheChiefFinancialOfficer’sDecisionandContractor’sRightstoAppeal The Chief Financial Officer’s decision shall be final and conclusive unless, within seven (7)

calendar days from the date of receipt of the decision, the Executive Director of the District receives a written appeal from the aggrieved party.

6.3.4 Failure to Render Timely Decision If the Chief Financial Officer does not issue a written decision regarding any protest or claim

within seven (7) calendar days or within such longer period as may be agreed upon between the parties, then the aggrieved party may proceed as if an adverse decision had been received.

6.4. ACCESS TO ADMINISTRATIVE FORUM, SUBJECT TO STATUTORY PROVISIONS

6.4.1 Appeal Process Any actual or prospective bidder, offeror, or Contractor may appeal a decision by the Chief

Financial Officer regarding bid protests or Contract claims to the Executive Director of the District. Said appeal shall be made in writing within seven (7) calendar days from the date of receipt of the decision by the Chief Financial Officer. The protester shall be notified of the time and date when the appeal shall be considered and afforded a reasonable opportunity to state their position. Any party whose interests may be adversely affected by a protest or appeal shall be notified and have the right to appear for the purpose of protecting those interests.

6.4.2 Decision The Executive Director shall issue a decision:

• Prior to award, said decision shall be referred with the Resolution for award of the Contract for consideration by the authorizing Committee.

• After award, the decision of the Executive Director shall be scheduled for discussion and decision at the next regularly scheduled Executive Committee.

• The decision of the Executive Committee is final


6.4.3ElectedOfficials Decisions and determinations made under this Section and Section 6.3 (Authority of the

Executive Director of the District to Settle Bid Protests and Contract Claims, Subject to Statutory Provisions) are subject to the review and prior approval of the President as provided by the internal control statues or as otherwise provided by law.

ARTICLE VII – Credit Cards

7.1 DISTRICT CREDIT CARDSThe District has authorized the use of different types of credit cards. Vendor authorized credit cards (i.e. Sam’s Club) are approved for use for supplies that must be purchased in the field for convenience and necessity, when in the best interest of the District, These cards are issued to employees at the request of Department Heads, with the approval of the Chief Financial Officer.

A general procurement card is approved for use. This type of card can be issued to any staff based on the request of the Department Head with the approval of the Chief Financial Officer. A separate policy is established to discuss p-cards.

7.2 RULES FOR THE USE OF DISTRICT CREDIT CARDS

7.2.1 Rules for the use of District Vendor Credit Cards. These Credit cards are to be used only by the employee to whom the card is issued.

Purchases are authorized and approved by the employees supervisor and/or Department Head with oversight by the Chief Financial Officer. Receipts for all purchases must be turned in to the appropriate party prior to the next billing cycle with Department Heads approving the purchases and forwarding receipts to the Finance Department for payment.

No personal items may be purchased with District Vendor Credit Cards.

ARTICLE VIII – Miscellaneous

8.1 CONFLICTAll District ordinances and parts of ordinances and all resolutions and order, or any parts thereof, in conflict with this ordinance, or any parts thereof, are hereby repealed. In the event that any conflict between this ordinance and the statutes of case decision of the State of Illinois, then the statutes and case decisions of the State of Illinois control.

8.2 AMENDMENTBy adoption of the Purchase Ordinance, the Board of Forest Preserve District of Kane County Commissioners recognizes that the purchasing guidelines and rules herein provided may require revision and adjustment as experience will dictate, the implementation of new processes or procedures, and the passage of new state or Forest Preserve District of Kane County legislation. Revisions of this ordinance shall be made by recommending changes to the Executive Committee, which shall review the proposed change and make recommendations to the Commission. The proposed change shall be placed on the Commission Agenda at two consecutive meetings. At the second meeting, the change shall be brought to the floor for debate and action. Two-thirds vote of all elected Commissioners is required to amend this ordinance.

8.3 ORDINANCES, ORDERS AND RESOLUTIONS – PUBLICATION – EVIDENCEAll ordinances imposing any fine or penalty or making any appropriation of money shall, within ten days after passage, be published at least once in a newspaper published in the District or having a general


circulation therein to be designated by the Commission, and no such ordinance shall take effect until ten days after it is so published. All other ordinances and all orders or resolutions shall take effect from and after the passage, unless otherwise provided therein. All ordinances, orders and resolutions and the date of publication thereof may be proved by the certificate of the Secretary of such District, under the seal of the corporation and, when printed in book or pamphlet form and published by authority of such commission, such book or pamphlet shall be received as evidence of the passage and publication of such ordinances, orders and resolutions as of the date mentioned in such book or pamphlet in all courts and places without further proof.

8.4 COPIESThe Secretary of the District is authorized and directed to transmit a copy of this ordinance to the President, Commissioners, Secretary, Treasurer, Executive Director and Attorney of the District.

8.5 CAPTIONS AND HEADINGSThe captions and headings used herein are for convenience of reference only and do not define of limit the contents of each paragraph.

8.6 SURPLUSProperty of the District, that has an estimated value of at least $100 and, is not foreseeable as a need or longer having any use to the District will be auctioned on a Governmental Public Auction site per the direction of the Chief Financial Officer once the Commission has approved the items as surplus.


Fund Balance PolicyForest Preserve District of Kane County

I. Overview

The purpose of this policy is to establish the principles and parameters to which a Fund Balance target will be defined at the beginning of each budget period. This policy is established to provide financial stability, cash flow for operations, and the assurance that the District will be able to respond to emergencies with fiscal strength.

In the event that unexpected situations may cause the District to fall below the minimum level, certain steps will be followed to correct the deficiency, as outlined in the section below “Minimum Target Balances”.

II. Definitions

Governmental Funds – are used to account for all or most of the District’s general activities, including the collection and disbursement of earmarked monies, the acquisition of land or construction of general capital assets (construction and development fund), and the servicing of long-term debt (debt service funds). The General Fund is used to account for all activities of the District not accounted for in some other Fund.

Enterprise Fund (Cougar’s Stadium Fund) – is used to account for activities similar to those found in the private sector where determination of net income is necessary for sound financial administration. Enterprise funds are required to account for operations for which a fee is charged to external users for goods or services and the activity (a) is financed with debt that is solely secured by a pledge of the net revenues, (b) has third party requirements that the cost of providing services, including capital costs, be recovered with fees and charges or (c) establishes fees and charges based on a pricing policy designed to recover similar costs.

Fund Balance – the difference between assets and liabilities in a Governmental Fund

Net Assets – the amount remaining after subtracting total liabilities from total assets for Enterprise Funds. For reserve purposes, the Enterprise fund “fund balance/reserve” will be calculated as current assets minus current liabilities.

Operating Expenditures – total expenditures minus capital and debt service.

Governmental Funds – Fund Balance will be composed of three primary categories:

1. Nonspendable Fund Balance – the portion of a Governmental Fund’s net assets that are not available to be spent, whether short or long-term, in either form or through legal restrictions (inventories, prepaid items or restricted donations).

2. Restricted Fund Balance – the portion of a Governmental Fund’s net asset that is subject to external enforceable legal restricts, (grants, debt proceeds, tax levies).

3. Unrestricted Fund Balance – (three categories)


a. Committed Fund Balance – amounts constrained to specific purposes by a government itself, using its highest level of decision-making authority; to be reported as committed, amounts cannot be used for any other purpose unless the government takes the same highest-level action to remove or change the constraint.

b. Assigned fund balance - amounts a government intends to use for a specific purpose; intent can be expressed by the governing body or by an official or body to which the governing body delegates the authority.

c. Unassigned Fund Balance – available expendable resources that are not the object of a tentative management plan.

III. Guiding Parameters

It is the District’s philosophy to support long-term financial strategies, where fiscal sustainability is its first priority, while also building funds for future growth. It is essential to maintain adequate levels of fund balance to mitigate current and future risks and to ensure stable tax rates. Credit rating agencies carefully monitor levels of fund balance to evaluate the District’s credit worthiness.

The following parameters will be used as part of the budget process to establish targets for the following funds:

General Fund – the unrestricted fund balance target should represent six months of operating expenditures (total expenditures minus capital department). Balances above the six month target may be transferred to the Construction and Development fund or the Land Acquisition fund.

Construction & Development Fund – no target is established for this fund. Amounts set aside for capital will be considered restricted, committed or assigned depending on the intended source/use of the funds.

Land Acquisition Fund – no target is established for this fund. Amounts set aside will be considered restricted, committed or assigned depending on the intended source/use of the funds.

Debt Service Fund – no target is established for this fund. The District levies an annual amount to pay annual debt principal and interest. All funds maintained in the fund are restricted for the purpose of paying debt service.

Enterprise Fund – no target is established for this fund. Amounts set aside will remain in the fund and be used for future capital improvements and/or debt payments.

Social Security, IMRF, and Insurance Liability Funds – these funds have a targeted fund balance between three and six months of expenditures. These funds will be monitored and the taxes levied to support them will be adjusted to ensure they operate within the target range. It may take more than one levy cycle to ensure the funds are operating within the proper range.

IV. Flow Assumptions

Some projects (funds) are funded by a variety of resources, including both restricted and unrestricted (committed, assigned and unassigned). When restricted funds exist, those funds are used first, then unrestricted. For unrestricted funds, committed funds are used first, then assigned, then unassigned.

V. Authority/Reporting


Staff will prepare and include in the budget document a schedule that shows the status of the District’s balances compared to the Targets outlined in this policy. The Chief Financial Officer and the Executive Director of the Forest Preserve District of Kane County are given authority within this policy to assign fund balance to specific projects/expenditures.

VI. Minimum Targets

Management will monitor the major revenue collections and the amount of cash available by reviewing the monthly financial reports. During the year, if revenue projections suggest that revenue will not meet expectations and the fund target(s) will not be met by year-end, the Chief Financial Officer and the Executive Director will take the following actions to reach the goals established in the adopted budget:

• Review expenses with Directors,• Reduce capital asset expenditures,• Reduce operational expenditures, where appropriate, while maintaining the adopted budget goals,• Present to the Forest Preserve Board of Commissioners other expenditure control options,

including those that might modify the goals established in the adopted budget.

VII. Exceptions to the Policy

If the Board of Commissioners adopts a budget that does not meet the parameters of this policy, then the budget will include a plan for adhering to this Policy within a five-year period.


Investment PolicyForest Preserve District of Kane County

General Objectives

The primary objectives of investment activities, in priority order, shall be safety, liquidity, and yield.

Safety of Principal

The safety of principal is the foremost objective of the Forest Preserve District of Kane County’s Investment Policy. All investments shall be undertaken in a manner that seeks to ensure the preservation of the principal. The objective will be to minimize credit risk and interest rate risk.

a. Credit Risk – The District will minimize credit risk, which is the risk of loss due to the failure of the security issuer or backer by;• Limiting investments to the types of securities listed in the Authorized Investments

section of this policy.• Investing with institutions designated as Federally Insured, Licensed Institutions

permitted to hold Public Funds. • Diversifying the investment portfolio so that the impact of potential losses from any one

type of security or from an individual issuer will be minimized.

b. Interest Rate Risk – The District will minimize interest rate risk, which is the risk that the market value of securities in the portfolio will fall due to changes in market interest rates, by:• Structuring the investment portfolio so that securities mature to meet cash requirements

for on-going operations, thereby avoiding the need to sell securities on the open market prior to maturity.

• Investing operating and reserve funds in securities, money market funds, or similar investment pools permitted by this policy and the Public Funds Investment Act. Average and final maturities will be limited based on the investment parameters established for both operating and reserve funds in accordance with this policy.

Liquidity of Funds

The investment portfolio shall remain sufficiently liquid to enable the District to meet all of its reasonably anticipated operating requirements, thereby avoiding the need to sell securities on the open market or redeeming time deposits prior to maturity. This is accomplished by structuring the portfolio so that securities mature concurrent with cash needs to meet anticipated demand (static liquidity). Furthermore, since all possible cash demands cannot be anticipated, a portion of the portfolio should be placed in a money market mutual fund or local government investment pools which offer same day liquidity for short-term funds.

Return on Investment

The investment portfolio shall be designed with the objective of attaining a market rate of return throughout the budgetary and economical cycles, taking into account the investment risk constraints and liquidity needs. Return on investment is of secondary importance compared to safety and liquidity objectives described above. The core of investments is limited to relatively low risk securities in anticipation of earning a fair return relative to the risk being assumed.


Standards of Care

1. Delegation of Authority

• Management responsibility for the investments is borne by the Chief Financial Officer or Treasurer, who shall act in accordance with this investment policy. The Chief Financial Officer or Treasurer may explicitly delegate authority to other persons, responsible for investment transactions and records.

• Investment Managers shall have full discretion over funds subject to the guidelines established by this policy and the Commission.

2. Prudence The standard of prudence to be used by the Chief Financial Officer or Treasurer or his authorized

delegates, shall be the “prudent person” standard and shall be applied in the context of managing the overall portfolio. The Chief Financial Officer or Treasurer acting in accordance with this investment policy and exercising due diligence shall be relieved of personal responsibility for an individual security’s credit risk or market price changes, provided deviations from expectations are reported in a timely fashion and the liquidity and the sale of securities are carried out in accordance with the terms of this policy.

The “prudent person” standard states that “Investments shall be made with judgment and care under circumstances then prevailing, which persons of prudence, discretion and intelligence exercise in the management of their own affairs, not for speculation, but for investment, considering the probable safety of their capital as well as the probable income to be derived.”

3. Ethics and Conflicts of Interest Officers and employees involved in the investment process shall refrain from personal business

activity that could conflict with the proper execution and management of the investment program, or that could impair their ability to make impartial decisions. Employees and investment officials shall disclose any material interests in financial institutions with which they conduct business. They shall further disclose any personal financial/investments positions that could be related to the performance of the District’s investment portfolio. Employees and officers shall refrain from undertaking personal investment transactions with the same individual with whom business is conducted on behalf of the District.

Safekeeping and Custody

1. Authorized Financial Dealer and Institution With respect to bank accounts maintained at financial institutions, it shall be the policy that the

District will not maintain funds on deposit in any financial institution that is not a member of the F.D.I.C. The financial institution must also be eligible to hold Public Funds in accordance with Section 6 of the Public Funds Investment Act. Furthermore, the District shall not deposit public funds in any financial institution unwilling or unable to post the required collateral in excess of F.D.I.C. insurance limits to the extent applicable.

2. Well-Capitalized Financial Institutions Depository Institutions must meet the definition of a well-capitalized bank as follows:

• Has a total risk-based capital ratio of 10.0 percent or greater; and• Has a Tier 1 risk-based capital ratio of 6.0 percent or greater; and• Has a leverage ratio of 5.0 percent or greater; and


• Is not subject to any written agreement, order, capital directive, or prompt corrective action directive issued by the FDIC pursuant to section 8 of the FDI Act (12 U.S.C. 1818), the International Lending Supervision Act of 1983 (12 U.S.C. 3907), or section 38 of the FDI Act (12 U.S.C. 1831o), or any regulation thereunder, to meet and maintain a specific capital level for any capital measure.

3. Internal Controls The Chief Financial Officer or Treasurer is responsible for establishing and maintaining an

internal control structure designed to ensure that the assets of the entity are protected from loss, theft or misuse. The internal control structure shall be designed to provide reasonable assurance that these objectives are met. The concept of reasonable assurance recognizes that (1) the cost of a control should not exceed the benefits likely to be derived; and (2) the valuation of costs and benefits requires estimates and judgments by management.

Accordingly, the Chief Financial Officer or Treasurer shall establish a process for annual independent review by an external auditor to assure compliance with policies and procedures. The internal controls shall address the following points:

• Control of collusion• Separation of transaction authority from accounting and record keeping• Custodial safekeeping• Avoidance of physical delivery securities• Clear delegation of authority to subordinate staff members or Investment Managers• Written confirmation or telephone transactions for investments and wire transfers• Development of a wire transfer agreement with the lead bank or third party custodian

4. Delivery vs. Payment All trades where applicable will be executed by delivery vs. payment (DVP). This ensures that

securities are deposited in the eligible financial institution prior to the release of funds.

5. Safekeeping Securities will be held by an independent third-party custodian as evidenced by safekeeping

receipts in the District’s name.

Authorized Investments

1. Investment Types While striving to achieve the objectives of this investment policy and limited by the State

statutes, the District has approved the following for investment of public funds:

• bonds, notes, certificates of indebtedness, treasury bills or other securities now or hereafter issued, which are guaranteed by the full faith and credit of the United States of America as to principal and interest;

• bonds, notes, debentures, or other similar obligations of the United States of America or its agencies, and instrumentalities;

• interest-bearing savings accounts, interest-bearing certificates of deposit or interest-bearing time deposits or any other investments constituting direct obligations of any bank as defined by the Illinois Banking Act (201 ILCS 5/1 et seq.), provided such a bank is federally insured; or

• short term obligations of corporations organized in the United States with assets exceeding $500,000,000 if (i) such obligations are rated at the time of purchase at one of the 3 highest classifications established by at least 2 standard rating services and which


mature no later than 270 days from the date of purchase, (ii) such purchases do not exceed 10% of the corporation’s outstanding obligations and (iii) no more than one-third of the public agency’s funds may be invested in short term obligations of corporations; or

• money market mutual funds registered under the Investment Company Act of 1940, provided that the portfolio of any such money market mutual fund is limited to obligations described in paragraph (1) or (2) of this subsection and to the agreements to repurchase such obligations; or

• interest bearing bonds of any county, township, city, village, incorporated town, municipal corporation, or school district, of the state of Illinois, or any other state, or any other political subdivision or agency of the State of Illinois or of any other state, so long as the bonds are general obligations of the issuer and carry a minimum quality rating of “A” or the equivalent by one of the major rating agencies, whether the interest earned thereon is taxable or tax-exempt under federal law or

• short term discount obligations of the Federal National Mortgage Association or in shares of other forms of securities legally issued by savings banks or

• dividend-bearing share accounts, share certificates accounts or class of share accounts of a credit union chartered under the laws of this State or the laws of the United States; provided the principal office must be located in the State of Illinois or

• agencies of the United State of America including: federal land banks, federal intermediate credit banks, banks for cooperative, federal farm credit banks, or any other entity authorized to issue debt obligations under the Farm Credit Act of 1971 or

• federal home loan banks and the federal home loan mortgage corporation; and any other agency created by Act of Congress or

• Public Treasurers’ Investment Pool created under Section 17 of the State Treasurer Act

This policy prohibits the investment in derivatives.

2. Collateral The District shall require that funds on deposit in excess of insured limits be secured by

collateral. The District will accept any of the following assets as collateral:• U.S. Government Securities.• Obligations of Federal Agencies.• Obligations of the State of Illinois.• General Obligation municipal bonds rated “A” or better issued by a governing body in the

State of Illinois.

The amount of collateral provided shall not be less than 110 percent of the fair market value of the net amount of District funds on deposit at each financial institution.

Pledged collateral shall be held by the District, or kept in a safekeeping account by a third party and evidenced by a custodial agreement and safekeeping receipt.

Investment Parameters

1. Diversification• The investments will be diversified by security type and institution.

2. Selection of Investment Instruments• The District shall invest any surplus funds for a specific maturity date that is required for

either cash flow purposes or for conformance to maturity guidelines, if such instruments which would be most advantageous under prevailing market conditions, exist. Records will be kept of all investments purchased or sold by the District in compliance with statues.


3. Select Alternatives• If certificate of deposit or time deposits are to be used, the District will solicit telephone

quotes from at least two (2)-approved institutions. Preference shall be given to any local institution whenever comparable opportunities arise. Money Market accounts may be used if rates are competitive.

4. Performance Benchmark• In order to effectively measure investment performance for a managed portfolio, an

established benchmark will be selected and approved by the Chief Financial Officer or Treasurer. The appropriate benchmark will be selected based on the portfolio goals and objectives as governed by guidelines in this policy. The managed portfolio will be compared to the established benchmark on a monthly/quarterly basis.

Investment Parameters-Operating Funds

To the extent possible, the District will attempt to match its investments with anticipated cash flow requirements. Maturity scheduling shall be timed according to anticipated need.

• The maximum maturity should not exceed three (3) years and the portfolio duration should not exceed two (2).

• For investment in pooled accounts or funds the duration should not exceed two (2).

Investment Parameters Reserve Funds

Reserve funds and other funds with longer-term horizons may be invested in securities with the following guidelines. • The maximum maturity should not exceed five (5) years and the portfolio duration should not

exceed three (3)• For investment in pooled accounts or funds the duration should not exceed three (3).

Policy Considerations

1. Exemption Any investment held prior to the approval of this policy that does not meet the guidelines of this

policy shall be exempted from the requirements of this policy. At maturity or liquidation, such monies shall be reinvested only as provided by this policy.

2. Amendment This policy shall be reviewed on an annual basis. The Board of Commissioners of the Forest

Preserve District of Kane County must approve any changes to this policy.


Capital Assets Policy Forest Preserve District of Kane County

I. PURPOSE

The Forest Preserve District of Kane County (the “District”) developed this Capital Assets Policy to explain the District’s process for capital asset accounting.

The District acquires and constructs capital assets. Governmental Accounting Standards Board (GASB) Statement 34 requires municipal governments to capitalize assets (i.e. land, roads, bridges, drainage systems, water systems, vehicles, equipment, etc.) and include the financial impact of these capitalized assets in the government wide financial statements. Upon the capitalization of these assets, they are depreciated over their useful lives. The policy will set the useful lives for the individual asset classes of the District. Also, a threshold will be put into place that will state the value of the assets that are neither added to the capital asset accounts nor are they depreciated; rather they are fully expensed at the time of acquisition. The intent of this document is to provide an overview of the implementation of GASB Statement #34 for the District and to establish those policies and procedures necessary to ensure continued compliance with Statement #34.

II. CLASSES AND CAPITALIZATION THRESHOLDS

Capital assets are typically defined as all tangible assets including but not limited to land, improvements to land, rights of way, buildings, vehicles, equipment, and infrastructure (including streets, intersections, sidewalks, storm sewers, street lighting, etc.) that are used in operations and have initial useful lives extending beyond a fiscal year. In addition, capital assets typically require substantial financial resources to acquire.

Based on this definition of a capital asset, the District has established classifications and financial thresholds for the tangible assets owned by the District. By utilizing these classifications and thresholds, the District has been and will continue to be able to distinguish between those tangible assets that should be reported in the Government Wide Financial Statements in conjunction with Statement 34 and those assets that do not need to be reported. Individual items with costs below these thresholds will be expensed. The costs of normal maintenance and repairs that do not add to the value of the asset or materially extend asset lives are not capitalized. Improvements are capitalized and depreciated over the remaining useful lives of the related capital assets. The classifications and thresholds for all of the capital assets of the District are detailed in Exhibit A to this document according to the columns entitled “Class of Asset” and “Type of Activity Capitalized”.

III. DETERMINING THE ACQUISITION COST/ VALUE OF CAPITAL ASSETS

GASB Statement 34 requires governments to report the historic or estimated historic cost of acquiring or constructing a capital asset. Purchased assets are valued for accounting purposes at the total of their purchase price and any related costs for transportation, installation, or other direct, identifiable expense involved in procuring the asset and readying it for its intended use. Costs for training and maintenance and warranty agreements are not considered part of the asset cost and should be expensed.

Constructed assets are valued at the total amount paid for acquiring or improving the asset including land; labor; materials; engineering, design and inspection fees; construction management fees; charges by


brokers or others; appraisal fees; site preparation fees; and legal, title, and filing fees. This also includes the interest incurred during the construction phase of capital assets of business-type activities. Interest is capitalized on proprietary fund assets acquired with tax-exempt debt. The amount of interest to be capitalized is calculated by offsetting interest expense incurred from the date of the borrowing until completion of the project with interest earned on invested proceeds over the same period.

The Finance Department will maintain a file that documents the capitalized amounts.

IV. DEPRECIATION

The District will depreciate all items on a straight line basis. In the year of acquisition and the final year of the assets useful year, the asset will be depreciated using the half year assumption. This means that there will be half year depreciation in each of these years, no matter the date the asset is acquired or disposed.

The useful life is dependent on the type of asset and is detailed by the Class of Assets on Exhibit A to this document. For unique assets, (examples are items such as: fountains, amphitheater, and pedestrian bridges) management will develop estimates based on the management’s expectation of its useful life.

V. MISCELLANEOUS

A. REHABILITATIONS, RECONSTRUCTION, AND REPAIRSWhen any item of infrastructure is fully re-constructed—other than by the rubblization method in which the previously existing road is used as the new road base--the cost of the old asset, if determinable, is removed from the capital accounts, along with its related accumulated depreciation. Routine repairs and maintenance, e.g., intermittent pavement repairs and pothole patching, are not capitalized but instead are charged as expensed.

B. SALES AND/ OR RETIREMENT OF ASSETSWhen a capital asset is disposed of, sold, or retired, its cost and accumulated depreciation are removed from the books and a gain or loss, if any, is recognized.

An asset is removed from the capital asset accounts when it is determined that the asset is no longer operable, has been replaced, or is no longer available for use. Retirement may consist of sale, scrap, or donation of the asset. The accounting department should be notified of any retirements or sales in order to record these transactions.

C. RECOGNITION OF CAPITAL ASSETS DONATED OR PROVIDED TO THE DISTRICTSome of the assets acquired by the District are acquired by donation or conveyance. The District will recognize donated or conveyed assets as belonging to the District on the date upon which the District formally accepts the donated/conveyed asset. Once this formal acceptance is complete, the asset will be placed into the appropriate classification according to Exhibit A and the proper procedures to account for that asset will be initiated from that point forward (i.e. annual depreciation, etc). Donated capital assets are recorded at estimated fair market value at the date of donation.


Exhibit A to the District Capital Assets Policy: Classes, Thresholds, and Descriptions

Class of Asset Threshold for Capitalization Type of Activity Capitalized Depreciable Life

1. Governmental Funds (General Fund, Construction Fund, Bond & Interest Fund, and Land Acquisition Fund)

Land Right-Of-Way

All Land

All Land

Any Purchase/Donation of Land

Any Purchase/Donation of Right-

N/A

N/A Of-Way

Land Improvements

$50,000

Acquisition, Construction or Reconstruction in excess of $50,000

25 Years

Bridges $50,000 Acquisition, Construction or Reconstruction in excess of $50,000

50 Years

Buildings

$50,000


50 Years

Building Improvements

$50,000


30 Years

Streets

All Streets

Acquisition, Construction or Reconstruction

40 Years

Alleys

All Alleys


40 Years

Vehicles & Equipment

$50,000

Acquisition of Vehicles and

5-10 Years,

Equipment with a cost exceeding Depending on Item $50,000


Exhibit A to the Village Capitalization Policy: Classes, Thresholds, and Descriptions

Class of Asset Threshold for Capitalization Type of Activity Capitalized Depreciable Life

Stormsewer System All Stormsewer Segments


40 Years

Individual Traffic Signals $50,000 Acquisition with a cost

exceeding $50,000

25 Years

Individual Sidewalk $50,000 Acquisition, Construction or

Reconstruction 40 Years

Individual Streetlights $50,000 Acquisition with a cost

exceeding $50,000 25 Years

Water Main All Mains Acquisition, Construction or

Reconstruction 50 Years

Sewer Main All Mains Acquisition, Construction or

Reconstruction

50 Years

Transmission Lines All Lines Acquisition, Construction or Reconstruction

50 Years

Permanent Easements $100,000 Capitalized at 10% of the current land-cash fee. Must have a value greater than $100,000.

N/A

Capital assets for the Enterprise Fund that can be classified in a category already detailed under Governmental Funds are subject to the same thresholds and classifications as those assets in the Governmental Funds.


Unclaimed Property PolicyForest Preserve District of Kane County

I. PURPOSE

The Forest Preserve District of Kane County (the “District”) has developed this Unclaimed Property Policy to ensure vendors receive their payments and to minimize remittances to the State.

II. STATUTORY REQUIREMENTS

The Forest Preserve District of Kane County (the “District”) has established this Unclaimed Property Policy to ensure compliance with the Illinois Uniform Disposition of Unclaimed Property Act- 765 ILCS 1025/1-30- (the “Act”). The Act states that government agencies are required to send to the State of Illinois the cash from any check that is outstanding for greater than seven years. These outstanding checks are presumed to be abandoned. This policy will attempt to mitigate the possibility of the District having to send cash to the State for any unclaimed property and clearly state how the District will remain in compliance with the Act.

Each year the State of Illinois sends an Annual Report of Unclaimed Property to the District for filing. The District will submit a completed form, including a check for the amount of the unclaimed property by the established annual deadline.

III. POLICY GUIDELINES

The District issues checks for various activities, services, and products throughout the year. After the District receives these services and products, the District is legally bound to satisfy its obligations. If the District issues a check, it no longer has rights to the cash. If a check is outstanding at the end of the month, it is included as a reconciling item during the bank reconciliation procedure. The District will also send out notifications according to current procedures in its best effort to deliver the check to the payee.

If a check remains outstanding for more than the current contracted bank policy (generally 180 days with most banking institutions), the check becomes void and can no longer be cashed by the payee. In order to avoid having to reissue any checks, the Finance Department has developed procedures to notify payees of an unclaimed check and procedures to reissue checks. The Finance Department has also developed final notification procedures for outstanding checks. Any unclaimed checks after the current contracted banking term will be void and the payee would need to follow the established procedures to receive a replacement check.


Credit Card Security PoliciesForest Preserve District of Kane County

INTRODUCTION AND SCOPE

INTRODUCTIONThis document explains the Forest Preserve District of Kane County’s credit card security requirements as required by the Payment Card Industry Data Security Standard (PCI DSS) Program. The Forest Preserve District of Kane County management is committed to these security policies to protect information utilized by the Forest Preserve District of Kane County in attaining its business goals. All employees are required to adhere to the policies described within this document.

SCOPE OF COMPLIANCEThe PCI requirements apply to all systems that store, process, or transmit cardholder data. Currently, the Forest Preserve District of Kane County cardholder environment consists only of limited payment applications (typically point-of-sale systems) connected to the internet, but does not include storage of cardholder data on any computer system.

Due to the limited nature of the in-scope environment, this document is intended to meet the PCI requirements as defined in Self-Assessment Questionnaire (SAQ) C, ver. 3.0, released February, 2014. Should the Forest Preserve District of Kane County implement additional acceptance channels, add additional connected systems, begin storing cardholder data in electronic format, or otherwise become ineligible to validate compliance under SAQ C, it will be the responsibility of the Forest Preserve District of Kane County to determine the appropriate compliance criteria and implement additional policies and controls as needed.

Requirement 1: Build and Maintain a Secure Network

FIREWALL CONFIGURATIONFirewalls must restrict connections between untrusted networks and any system in the cardholder data environment. An “untrusted network” is any network that is external to the networks belonging to the entity under review and/or which is out of the entity’s ability to control or manage. Access to the internet must be through a firewall, as must any direct connection to a vendor, processor, or service provider. (PCI Requirement 1.2)

Inbound and outbound traffic must be restricted by the firewalls to that which is necessary for the cardholder data environment. All other inbound and outbound traffic must be specifically denied. (PCI Requirement 1.2.1)

Perimeter firewalls must be installed between any wireless networks and the cardholder data environment. These firewalls must be configured to deny or control (if such traffic is necessary for business purposes) any traffic from wireless environment into the cardholder data environment. (PCI Requirement 1.2.3)

Firewall configuration must prohibit direct public access between the Internet and any system component in the cardholder data environment as follows:

• Direct connections are prohibited for inbound and outbound traffic between the Internet and the cardholder data environment. (PCI Requirement 1.3.3)

• Outbound traffic from the cardholder data environment to the Internet must be explicitly authorized by management and controlled by the firewall. (PCI Requirement 1.3.5)


• Firewalls used to protect the cardholder data environment must implement stateful inspection, also known as dynamic packet filtering. (PCI Requirement 1.3.6)

Any mobile and/or employee-owned computers with direct connectivity to the Internet (for example, laptops used by employees), which also have the ability to access the organization’s cardholder data environment must have a local (personal) software firewall installed and active. This firewall must be configured to specific standards and not alterable by mobile and/or employee-owned computer users. (PCI Requirement 1.4)

Requirement 2: Do not use Vendor-Supplied Defaults for System Passwords and Other Security Parameters

VENDOR DEFAULTSVendor-supplied defaults must always be changed before installing a system on the network. Examples of vendor-defaults include passwords, SNMP community strings and elimination of unnecessary accounts. (PCI Requirement 2.1)

Default settings for wireless systems must be changed before implementation. Wireless environment defaults include, but are not limited to: (PCI Requirement 2.1.1)

• Default encryption keys• Passwords• SNMP community strings• Default passwords/passphrases on access points• Other security-related wireless vendor defaults as applicable

Firmware on wireless devices must be updated to support strong encryption (such as WPA or WPA2) for authentication and transmission of data over wireless networks.

CONFIGURATION STANDARDS FOR SYSTEMSConfiguration standards for all system components must be developed and enforced. The Forest Preserve District of Kane County must insure that these standards address all known security vulnerabilities and are consistent with industry-accepted system hardening standards. (PCI Requirement 2.2)

Configuration standards must be updated as new vulnerability issues are identified and they must be enforced on any new systems before they are added to the cardholder data environment. The standards must cover the following:

• Changing of all vendor-supplied defaults and elimination of unnecessary default accounts.

• Implementing only one primary function per server to prevent functions that require different security levels from co-existing on the same server. (PCI Requirement 2.2.1)

• Enabling only necessary services, protocols, daemons, etc., As required for the function of the system. (PCI Requirement 2.2.2)

• Implementing additional security features for any required services, protocols or daemons that are considered to be insecure. (PCI Requirement 2.2.3)

• Configuring system security parameters to prevent misuse.


• Removing all unnecessary functionality, such as scripts, drivers, features, subsystems, file systems and unnecessary web servers. (PCI Requirement 2.2.5)

System administrators and any other personnel that configure system components must be knowledgeable about common security parameter settings for those system components. They must also be responsible to insure that security parameter settings set appropriately on all system components before they enter production. (PCI Requirement 2.2.4)

System administrators are responsible to insure that security policies and operational procedures for managing vendor defaults and other security parameters are documented, in use, and known to all affected parties. (PCI Requirement 2.5)

NON-CONSOLE ADMINISTRATIVE ACCESSCredentials for non-console administrative access must be encrypted using technologies such as SSH, VPN, or SSL/TLS. Encryption technologies must include the following: (PCI Requirement 2.3)

• Must use strong cryptography and the encryption method must be invoked before the administrator’s password is requested.

• System services and parameter files must be configured to prevent the use of telnet and other insecure remote login commands.

• Must include administrator access to web-based management interfaces.

• Use vendor documentation and knowledge of personnel to verify that strong cryptography is in use for all non-console access and that for the technology in use it is implemented according to industry best practices and vendor recommendations.

Requirement 3: Protect Stored Cardholder Data

PROHIBITED DATAProcesses must be in place to securely delete sensitive data (defined below) post-authorization so that the data is unrecoverable. (PCI Requirement 3.2)

Payment systems must not store of sensitive authentication data in any form after authorization (even if encrypted). Sensitive authentication data is defined as the following:

• The full contents of any track data from the magnetic stripe (located on back of a card, equivalent data contained on a chip, or elsewhere) are not stored under any circumstance. (PCI Requirement 3.2.1)

• The card verification code or value (three-digit or four-digit number printed on the front or back of a payment card) is not stored under any circumstance. (PCI Requirement 3.2.2)

• The personal identification number (PIN) or the encrypted PIN block are not stored under any circumstance. (PCI Requirement 3.2.3)

DISPLAYING PANThe Forest Preserve District of Kane County will mask the display of PANs (primary account numbers), and limit viewing of PANs to only those employees and other parties with a legitimate need. A properly masked number will show at most only the first six and the last four digits of the PAN. This requirement does not supersede stricter requirements in place for displays of cardholder data — for example, legal or


payment card brand requirements for point-of-sale (POS) receipts. Policies and procedures for masking the display of PANs must mandate the following: (PCI Requirement 3.3)

• A list of roles that need access to displays of full PAN is documented, together with a legitimate business need for each role to have such access.

• PAN must be masked when displayed such that only personnel with a legitimate business need can see the full PAN.

• All other roles not specifically authorized to see the full PAN must only see masked PANs.

Requirement 4: Encrypt Transmission of Cardholder Data Across Open, Public Networks

TRANSMISSION OF CARDHOLDER DATAIn order to safeguard sensitive cardholder data during transmission over open, public networks, the Forest Preserve District of Kane County will use strong cryptography and security protocols (for example, SSL/TLS, IPSEC, SSH, etc.) These controls will be implemented as follows: (PCI Requirement 4.1)

• Only trusted keys and certificates are accepted.

• The protocol in use only supports secure versions or configurations.

• The encryption strength is appropriate for the encryption methodology in use.

Industry best practices (for example, IEEE 802.11i) must be used to implement strong encryption for authentication and transmission for wireless networks transmitting cardholder data or connected to the cardholder data environment. Weak encryption (for example, WEP, SSL version 2.0 or older) is no to be used as a security control for authentication or transmission. (PCI Requirement 4.1.1)

Sending unencrypted PANs by end-user messaging technologies is prohibited. Examples of end-user technologies include email, instant messaging and chat. (PCI Requirement 4.2)

Requirement 5: Use and Regularly Update Anti-Virus Software or Programs

ANTI-VIRUS PROTECTIONAll systems, particularly personal computers and servers commonly affected by viruses, must have installed an anti-virus program which is capable of detecting, removing and protecting against all known types of malicious software. (PCI Requirement 5.1, 5.1.1)

For systems considered to be not commonly affected by malicious software, the Forest Preserve District of Kane County will perform periodic evaluations to identify and evaluate evolving malware threats in order to confirm whether such systems continue to not require anti-virus software. (PCI Requirement 5.1.2)

All anti-virus programs must be kept current through automatic updates, be actively running, be configured to run periodic scans and be capable of as well as configured to generate audit logs. Anti-virus logs must also be retained in accordance with PCI Requirement 10.7. (PCI Requirement 5.2)

Steps must be taken to insure that anti-virus mechanisms are actively running and cannot be disabled or altered by users, unless specifically authorized by management on a case-by-case basis for a limited time period. (PCI Requirement 5.3)


Requirement 6: Develop and Maintain Secure Systems and Applications

3.1 Prohibited Data

RISK AND VULNERABILITYThe Forest Preserve District of Kane County will establish a process to identify security vulnerabilities, using reputable outside sources for security vulnerability information and assign a risk ranking (for example, as “high,” “medium,” or “low”) to newly discovered security vulnerabilities.

Risk rankings are to be based on industry best practices as well as consideration of potential impact. For example, criteria for ranking vulnerabilities may include consideration of the CVSS base score, and/or the classification by the vendor, and/or type of systems affected. Methods for evaluating vulnerabilities and assigning risk ratings will vary based on an organization’s environment and risk-assessment strategy. Risk rankings should, at a minimum, identify all vulnerabilities considered to be a “high risk” to the environment. In addition to the risk ranking, vulnerabilities may be considered “critical” if they pose an imminent threat to the environment, impact critical systems, and/or would result in a potential compromise if not addressed. Examples of critical systems may include security systems, public-facing devices and systems, databases and other systems that store, process, or transmit cardholder data. (PCI Requirement 6.1)

All critical security patches must be installed within one month of release. This includes relevant patches for operating systems and all installed applications. All applicable non-critical vendor-supplied security patches are installed within an appropriate time frame (for example, within three months). (PCI Requirement 6.2)

Requirement 7: Restrict Access to Cardholder Data by Business Need to Know

LIMIT ACCESS TO CARDHOLDER DATAAccess to the Forest Preserve District of Kane County’s cardholder system components and data is limited to only those individuals whose jobs require such access. (PCI Requirement 7.1)

Access limitations include the following:

Access rights for privileged user IDs must be restricted to the least privileges necessary to perform job responsibilities. (PCI Requirement 7.1.2)

Privileges must be assigned to individuals based on job classification and function (also called “role-based access control). (PCI Requirement 7.1.3)

Requirement 8: Assign a Unique ID to Each Person with Computer Access

ASSIGN A UNIQUE ID TO EACH PERSON WITH COMPUTER ACCESSTwo-factor authentication must be incorporated for remote access (network-level access originating from outside the network) to the network by employees, administrators and third parties. (PCI Requirement 8.3)

VENDOR ACCOUNTSAll accounts used by vendors for remote maintenance shall be enabled only during the time period needed. Vendor remote access accounts must be monitored when in use. (PCI Requirement 8.1.5)


Requirement 9: Assign a Unique ID to Each Person with Computer Access

PHYSICALLY SECURE ALL AREAS AND MEDIA CONTAINING CARDHOLDER DATAAll publicly accessible network jacks must have physical and/or logical controls to restrict access to the secure network by unauthorized personnel. (PCI Requirement 9.1.2)

Hard copy materials containing confidential or sensitive information (e.g., paper receipts, paper reports, faxes, etc.) are subject to the following storage guidelines:

All media must be physically secured. (PCI Requirement 9.5)

Strict control must be maintained over the internal or external distribution of any kind of media containing cardholder data. These controls shall include: (PCI Requirement 9.6)

• Media must be classified so the sensitivity of the data can be determined. (PCI Requirement 9.6.1)

• Media must be sent by a secure carrier or other delivery method that can be accurately tracked. (PCI Requirement 9.6.2)

• Management approval must be obtained prior to moving the media from the secured area. (PCI Requirement 9.6.3)

Strict control must be maintained over the storage and accessibility of media containing cardholder data. (PCI Requirement 9.7)

9.2 DESTRUCTION OF DATAAll media containing cardholder data must be destroyed when no longer needed for business or legal reasons. (PCI Requirement 9.8)

Hardcopy media must be destroyed by shredding, incineration or pulping so that cardholder data cannot be reconstructed. (PCI Requirement 9.8.1.a)

Containers storing information waiting to be destroyed must be secured (locked) to prevent access to the contents by unauthorized personnel. (PCI Requirement 9.8.1.b)

PROTECTION OF PAYMENT DEVICESDevices that capture payment card data via direct physical interaction with the card (such as swipe readers and any other payment terminals) must be protected. This protection must include preventing the devices from being tampered with or substituted. (PCI Requirement 9.9)

The Forest Preserve District of Kane County must maintain an up-to-date list of devices. Employees shall be instructed to maintain the integrity and currency of the inventory. The list should include the following: (PCI Requirement 9.9.1)

• Make and model of all devices.

• Location of each device (for example, the address of the site or facility where the device is located).

• Device serial number or other method of unique identification.


The payment devices must be periodically inspected. Check surfaces to detect tampering (for example, addition of card skimmers to devices). Checks must also be made that will detect substitution (for example, by checking the serial number or other device characteristics to verify it has not been swapped with a fraudulent device). (PCI Requirement 9.9.2)

Employees and contractors who interact with the payment devices must be provided with training that enables them to be aware of attempted tampering or replacement of devices. Training should include the following: (PCI Requirement 9.9.3)

• Employees must verify the identity of any third-party persons claiming to be repair or maintenance personnel prior to granting them access to modify or troubleshoot devices.

• Employees must be instructed not to install, replace, or return devices without verification from management. The inventory list (required previously) must be updated by the employee when device locations are changed or new devices are added.

• Employees need to be aware of suspicious behavior around devices (for example, attempts by unknown or unauthorized persons to unplug or open devices).

Requirement 10: Regularly Monitor and Test Networks

AUDIT LOG COLLECTIONThe Forest Preserve District of Kane County will implement technical controls that create audit trails in order to link all access to system components to an individual user. The automated audit trails created will capture sufficient detail to reconstruct the following events:

• All actions taken by any individual with root or administrative privileges. (PCI Requirement 10.2.2)

• All invalid logical access attempts (failed logins). (PCI Requirement 10.2.4)

• Any use of and changes to identification and authentication mechanisms — including but not limited to creation of new accounts and elevation of privileges — and all changes, additions, or deletions to accounts with root or administrative privileges. (PCI Requirement 10.2.5)

The Forest Preserve District of Kane County’s log generating and collecting solution will capture the following data elements for the above events:

• User identification. (PCI Requirement 10.3.1)

• Type of event. (PCI Requirement 10.3.2)

• Date and time. (PCI Requirement 10.3.3)

• Success or failure indication. (PCI Requirement 10.3.4)

• Origination of event. (PCI Requirement 10.3.5)

• Identity or name of affected data, system component, or resources. (PCI Requirement 10.3.6)


AUDIT LOG REVIEWThe Forest Preserve District of Kane County’s systems administrators will perform daily review of the audit logs. This review may be manual or automated but must monitor for and evaluate: (PCI Requirement 10.6.1)

• All security events.

• Logos of all system components that store, process, or transmit CHD and/or SAD, or that could impact the security of CHD and/or SAD.

• Logs of all critical system components.

• Logs of all servers and system components that perform security functions (for example, firewalls, intrusion-detection systems/intrusion-prevention systems (IDS/IPS), authentication servers, e-commerce redirection servers, etc.)

The audit review must also check the logs of all other system components periodically based on the organization’s policies and risk management strategy, as determined by the organization’s annual risk assessment. (PCI Requirement 10.6.2)

Subsequent to log review, systems administrators or other responsible personnel will follow up exceptions and anomalies identified during the review process. (PCI Requirement 10.6.3)

The Forest Preserve District of Kane County must retain audit trail history for at least one year, with a minimum of three months immediately available for analysis (for example, online, archived, or restorable from backup). (PCI Requirement 10.7)

Requirement 11: Regularly Test Security Systems and Processes

TESTING FOR UNAUTHORIZED WIRELESS ACCESS POINTSAt least quarterly, the Forest Preserve District of Kane County will perform testing to ensure there are no unauthorized wireless access points (802.11) present in the cardholder environment. (PCI Requirement 11.1)

The methodology must be adequate to detect and identify any unauthorized wireless access points, including at least the following:

• WLAN cards inserted into system components.

• Portable or mobile devices attached to system components to create a wireless access point (for example, by USB, etc.)

• Wireless devices attached to a network port or network device.

To facilitate the detection process, the Forest Preserve District of Kane County will maintain an inventory of authorized wireless access points including a documented business justification. (PCI Requirement 11.1.1)

If automated monitoring is utilized (for example, wireless IDS/IPS, NAC, etc.), The configuration must be capable of generating alerts to notify personnel. Detection of unauthorized wireless devices must be included in the Incident Response Plan (see PCI Requirement 12.10). (PCI Requirement 11.1.2)


VULNERABILITY SCANNINGAt least quarterly, and after any significant changes in the network (such as new system component installations, changes in network topology, firewall rule modifications, product upgrades), the Forest Preserve District of Kane County will perform vulnerability scanning on all in-scope systems. (PCI Requirement 11.2)

Internal vulnerability scans must be performed at a minimum quarterly and repeated until passing results are obtained, or until all “high” vulnerabilities as defined in PCI Requirement 6.1 are resolved. Scan reports must be retained for a minimum of a year. (PCI Requirement 11.2.1)

Quarterly external vulnerability scan results must satisfy the ASV Program guide requirements (for example, no vulnerabilities rated higher than a 4.0 by the CVSS and no automatic failures). External vulnerability scans must be performed by an Approved Scanning Vendor (ASV), approved by the Payment Card Industry Security Standards Council (PCI SSC). Scan reports must be retained for a minimum of a year. (PCI Requirement 11.2.2)

For both internal and external vulnerability scans, the Forest Preserve District of Kane County shall perform rescans as needed to validate remediation of failures detected during previous scans, as well as after any significant change to the network. Scans must be performed and reviewed by qualified personnel. (PCI Requirement 11.2.3)

If segmentation is used to isolate the CDE from other networks, perform tests at least annually and after any changes to segmentation controls/methods to verify that the segmentation methods are operational and effective, and isolate all out-of-scope systems from in-scope systems. These tests need to be done from multiple locations on the internal network, checking both for improper accessibility from the out-of-scope zones to the in-scope zone as well as the reverse. (PCI Requirement 11.3.4)

For all in-scope systems for which it is technically possible, the Forest Preserve District of Kane County must deploy a change-detection mechanism (for example, file-integrity monitoring tools) to alert personnel to unauthorized modification of critical system files, configuration files, or content files; and configure the software to perform critical file comparisons at least weekly. The change detection software must be integrated with the logging solution described above, and it must be capable of raising alerts to responsible personnel. (PCI Requirement 11.5.1)

For change-detection purposes, critical files are usually those that do not regularly change, but the modification of which could indicate a system compromise or risk of compromise. Change-detection mechanisms such as file-integrity monitoring products usually come pre-configured with critical files for the related operating system. Other critical files, such as those for custom applications, must be evaluated and defined by the entity (that is, the merchant or service provider). (PCI Requirement 11.5)

Requirement 12: Maintain a Policy that Addresses Information Security for Employees and Contractors

SECURITY POLICYThe Forest Preserve District of Kane County shall establish, publish, maintain and disseminate a security policy that addresses how the company will protect cardholder data. (PCI Requirement 12.1)

This policy must be reviewed at least annually, and must be updated as needed to reflect changes to business objectives or the risk environment. (PCI Requirement 12.1.1)


CRITICAL TECHNOLOGIESThe Forest Preserve District of Kane County shall establish usage policies for critical technologies (for example, remote-access technologies, wireless technologies, removable electronic media, laptops, tablets, personal data/digital assistants (PDAs), email and internet usage. (PCI Requirement 12.3)

These policies must include the following:

• Explicit approval by authorized parties to use the technologies. (PCI Requirement 12.3.1)

• Authentication for use of the technology. (PCI Requirement 12.3.2)

• A list of all such devices and personnel with access. (PCI Requirement 12.3.3)

• Acceptable uses of the technologies. (PCI Requirement 12.3.5)

• Acceptable network locations for the technologies. (PCI Requirement 12.3.6)

• Automatic disconnect of sessions for remote-access technologies after a specific period of inactivity. (PCI Requirement 12.3.8)

• Activation of remote-access technologies for vendors and business partners only when needed by vendors and business partners, with immediate deactivation after use. (PCI Requirement 12.3.9)

SECURITY RESPONSIBILITIES The Forest Preserve District of Kane County policies and procedures must clearly define information security responsibilities for all personnel. (PCI Requirement 12.4)

INCIDENT RESPONSE POLICYThe Chief Financial Officer or Accounting Manager shall establish, document and distribute security incident response and escalation procedures to ensure timely and effective handling of all situation. (PCI Requirement 12.5.3)

INCIDENT IDENTIFICATION Employees must be aware of their responsibilities in detecting security incidents to facilitate the incident response plan and procedures. All employees have the responsibility to assist in the incident response procedures within their particular areas of responsibility. Some examples of security incidents that an employee might recognize in their day to day activities include, but are not limited to:

• Theft, damage, or unauthorized access (e.g., Papers missing from their desk, broken locks, missing log files, alert from a security guard, video evidence of a break-in or unscheduled/ unauthorized physical entry).

• Fraud – Inaccurate information within databases, logs, files or paper records.


REPORTING AN INCIDENTThe Finance Department should be notified immediately of any suspected or real security incidents involving cardholder data:

Contact the Chief Financial Officer or Accounting Manager to report any suspected or actual incidents.

No one should communication with anyone outside of their supervisor(s) or the Chief Financial Officer or Accounting Manager about any details or generalities surrounding any suspected or actual incident. All communications with law enforcement or the public will be coordinated by the Chief Financial Officer or Accounting Manager.

Document any information you know while waiting for the Chief Financial Officer or Accounting Manager to respond to the incident. If known, this must include date, time and the nature of the incident. Any information you can provide will aid in responding in an appropriate manner.

INCIDENT RESPONSE POLICYResponses can include or proceed through the following stages: identification, severity classification, containment, eradication, recovery and root cause analysis resulting in improvement of security controls.

Contain, Eradicate, Recover and perform Root Cause Analysis

1. Notify applicable card associations.

VisaProvide the compromised Visa accounts to Visa Fraud Control Group within ten (10) business days. For assistance, contact 1-(650)-432-2978. Account numbers must be securely sent to Visa as instructed by the Visa Fraud Control Group. It is critical that all potentially compromised accounts are provided. Visa will distribute the compromised Visa account numbers to issuers and ensure the confidentiality of entity and non-public information. See Visa’s “What to do if compromised” documentation for additional activities that must be performed. That documentation can be found at:http://usa.visa.com/download/business/accepting_visa/ops_risk_management/cisp_what_to_do_if_compromised.pdf

MasterCardContact your merchant bank for specific details on what to do following a compromise. Details on the merchant bank (aka the acquirer) can be found in the Merchant Manual at:http://www.mastercard.com/us/wce/PDF/12999_MERC-Entire_Manual.pdf. Your merchant bank will assist when you call MasterCard at 1-(636)-722-4100.

Discover CardContact your relationship manager or call the support line at 1-(800)-347-3083 for further guidance.

2. Alert all necessary parties. Be sure to notify:

a. Merchant bankb. Local FBI Officec. U.S. Secret Service (if Visa payment data is compromised)d. Local authorities (if appropriate)


3. Perform an analysis of legal requirements for reporting compromises in every state where clients were affected. The following source of information must be used:http://www.ncsl.org/programs/lis/cip/priv/breach.htm

4. Collect and protect information associated with the intrusion. In the event that forensic investigation is required, the Chief Financial Officer will work with legal and management to identify appropriate forensic specialists.

5. Eliminate the intruder’s means of access and any related vulnerabilities.

6. Research potential risks related to or damage caused by intrusion method used.

ROOT CAUSE ANALYSIS AND LESSONS LEARNEDNot more than one week following the incident, members of the Finance Department and all affected parties will meet to review the results of any investigation to determine the root cause of the compromise and evaluate the effectiveness of the Incident Response Plan. Review other security controls to determine their appropriateness for the current risks. Any identified areas in which the plan, policy or security control can be made more effective or efficient, must be updated accordingly.

SECURITY AWARENESSThe Forest Preserve District of Kane County shall establish and maintain a formal security awareness program to make all personnel aware of the importance of cardholder data security. (PCI Requirement 12.6)

SERVICE PROVIDERSThe Forest Preserve District of Kane County shall implement and maintain policies and procedures to manage service providers. (PCI Requirement 12.8)

This process must include the following:

• Maintain a list of service providers. (PCI Requirement 12.8.1)

• A list of all such devices and personnel with access. (PCI Requirement 12.3.3)

• Maintain a written agreement that includes an acknowledgement that the service providers are responsible for the security of the cardholder data the service providers possess.

(PCI Requirement 12.8.2)

• Implement a process to perform proper due diligence prior to engaging a service provider. (PCI Requirement 12.8.3)

• Monitor service providers’ PCI DSS compliance status. (PCI Requirement 12.8.4)

• Maintain information about which PCI DSS requirements are managed by each service provider and which are managed by the entity. (PCI Requirement 12.8.5)

Monarch Butterfly on Joe Pye WeedPingree Grove Forest Preserve, Pingree Grove

Photo by Naturalist Erica Lemon


Fund 01 - GeneralFund 01 - General


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General Fund Revenues

General Property Tax72%

Rentals21%

Golf Courses2%

State Replacement Tax2%

Other Revenues3%

General Property Tax 6,982,065 72.0%

Rentals 2,009,620 20.7% Golf Courses 240,000 2.5% State Replacement Tax 212,000 2.2% Other Revenues 257,900 2.7% TOTAL 9,701,585 100.0%


General Fund Expenditures

Administration & Overhead 2,026,498 20.9% Finance 534,644 5.5% Human Resources 385,560 4.0% Operations 3,701,829 38.2% Natural Resources 1,228,736 12.7% Planning 235,729 2.4% Community Affairs 673,105 6.9% Public Safety 915,484 9.4% TOTAL 9,701,585 100.0%

Administration & Overhead

21%

Finance6%

Human Resources4%

Operations38%

Natural Resources13%

Planning2%

Community Affairs7%

Public Safety9%


New/Replacement RequestsGeneral Fund

Operations - Trades Part-Time Salaries Increase 6,000 Natural Resources Part-Time Salaries Increase 6,000

Total 12,000

Operations - North Replacement 3/4 ton 4x4 Diesel Crew Cab with Lift Gate #318 62,600 Operations - North Replacement 3/4 ton Pickup #320 61,000 Operations - South Replacement 1 1/4 ton Dump Truck with Snowplow & Spreader #422 85,000 Operations - South Replacement 1/2 ton Pickup #423 36,400 Natural Resources Replacement F-150 Super Cab Pickup #63 35,820 Public Safety Replacement F-150 Police Rated Truck #221 50,100

Total 330,920

Operations - North Replacement Utility Cart (Contingency) #303 15,000 Operations - North Replacement V-Box Salt Spreader (Contingency) 4,500 Operations - South Replacement Utility Cart (Contingency) #304 12,700 Operations - Trades Replacement Sign Shop Graphtec Cutter (Contingency) 7,895 Public Safety Ballistic Shields (2) 1,800 Public Safety Ballistic Vest Replacements (9) 5,400

Total 47,295

Operations - North Hampshire Shelter #1 Roof Replacement & Repairs (Contingency) 8,100 Operations - North Rutland Shelter #1 Metal Roof & Gable Replacement (Contingency) 5,500 Operations - Trades Trades Facility Blacktop Crack-filling & Sealcoating (Contingency) 6,000 Operations - Trades Fabyan Villa Museum Deck Replacement 19,385

Total 25,385

Operations - North Anti-slip Material for Bridges (Contingency) 30,000 Operations - North Electricity & Water Increase 2,000 Operations - North Repair & Maintenance Equipment Increase 5,000 Operations - North Fuel - Vehicles Increase 7,700 Operations - South Anti-slip Material for Bridges (Contingency) 3,500 Operations - South Electricity & Water Increase 10,000 Operations - South Fuel - Heating 2,000 Natural Resources Herbicide Increase 2,000 Natural Resources Repair & Maintenance Building & Ground Increase 2,000 Community Affairs Bench & Tree Program Increase 4,500 Public Safety Dispatch Services Increase 3,664 Public Safety Association Dues Increase 400 Public Safety Lexipol 5,233

Total 77,997

Other

GENERAL FUNDNew/Replacement Requests

Employees

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Projects


Goals & ObjectivesAdministration Department

The goal of the Administration Department is to foster the Forest Preserve District’s mission within the organization and throughout the community. This is accomplished, in part, by maintaining the agency’s reputation within the community and professional realm as an environmental and recreation leader. District staff are charged with benchmarking programs, services, policies and procedures to establish a culture of continuous improvement and the development of new initiatives. The District actively pursues intergovernmental opportunities to better serve the county’s open space and recreation needs.


Goals & ObjectivesCommunity Affairs Department

The Community Affairs department is made up of three major functions — marketing, environmental education and facility rentals. The Community Affairs side of the department handles all public relations, promotions, community events and grand openings. They also manage District special-event rental facilities — the Barbara Belding Lodge at Brewster Creek and Creek Bend Nature Center. The Environmental Education side of the department operates Creek Bend Nature Center and provides nature programming throughout Kane County — at the Nature Center, in forest preserves, and at non-District sites (outreach programming), as well as virtually, via online platforms. The overall goal of the Community Affairs department is to communicate with the residents of Kane County, all that the District has to offer. Our mission is to build broad community support for the Forest Preserve District through education, information and promotion. The mission of the Environmental Education department is to engage and educate, in order to inspire a connection with nature that drives enjoyment and conservation of local habitats, for current and future generations. PUBLIC RELATIONS AND MARKETINGKey projects planned for the coming year include: • Expand The TreeLine Newsletter to make it a more useful tool. Include news articles, department

highlights and interactive elements, in addition to the nature program listings.• Create and publish a District Annual Report.• Rewrite and redesign the District’s Welcome Brochure, to update offerings and better reflect

current amenities.• Increase engagement with our social media platforms (Facebook, Twitter, Instagram, Pinterest

page, and the District’s blog) as well as with our website. RENTAL FACILITIESThe Barbara Belding Lodge and the rental side of Creek Bend Nature Center are used for special events including weddings, showers, parties, and other functions. Our regular goal is to increase rental revenues at each facility, thereby generating non-tax revenue. ENVIRONMENTAL EDUCATIONOur department vision is to create a County where residents actively learn about, care for and support the natural world. Our overall goal is to deliver cutting-edge nature programming that is built on best practices in environmental education, ecology and natural history.

Harnessing the power of field-based and classroom style education, as well as the new momentum of virtual programming, we will build strategic collaborations and partnerships with mission-aligned organizations — like local park districts, environmental organizations and ecological agencies — to further our reach, impact and efficiency. We will cultivate a robust outreach program in order to educate and engage non-traditional and novel audiences to enjoy and support our forest preserves. Traditional school outreach programs will encompass all public school districts in Kane County, as well as private and charter schools.

As we enter our 14th year of the Kane County Certified Naturalists (KCCN) and high-level “Learn from the Experts” programs, we are building an ever-stronger base of informed, citizen conservationists.

Finally, we will work to maximize the visitor experience at Creek Bend Nature Center and on the grounds of LeRoy Oakes Forest Preserve to instill a love of nature and the desire to protect and improve Kane County’s open spaces.


Goals & Objectives Finance Department

The overall goal of the department is to ensure that the vision of the Commission is implemented while maintaining a fiscally conservative approach:

• The overall goal of the department is to ensure that the vision of the Commission is implemented while maintaining a fiscally conservative approach.

• The Department will stay current with changing financial information, as well as maintaining accurate and timely financial records to ensure that the Commission will have all of the necessary information in order to make informed decisions.

• Staff will assist the frontline departments in achieving their goals while ensuring that policies and procedures are met.

• Assist user departments with tracking capital projects within the financial software (New World) in order to provide more transparency to users.

• The finance staff will continue to develop its knowledge base by involvement in professional organizations and attending necessary training.

• Explore new ways to increase investment returns while still complying with state statute and the District’s investment policy while maintaining adequate reserves for day-to-day operations.

• Assisting departments by ensuring that the best quality and lowest priced materials and services are obtained through the procurement cycle.

• Continually analyze and improve internal controls and procedures.• Obtain GFOA’s “Certificate of Excellence in Financial Reporting” for the 2020-2021 audit cycle.• Review and update the District’s Investment Policy.• Review and update the District’s Purchasing Ordinance.• Review and update the District’s internal control procedures.• Evaluate and implement online reservations for shelters.


Goals & ObjectivesHuman Resources Department

The department’s overall goal is to provide solutions to workplace issues that support and optimize the operating principles of the District.

HUMAN RESOURCES• We foster a positive culture that encourages active employee involvement that leads to increased

employee morale and job satisfaction, higher productivity and greater potential for the employee and District. This will be done through professional coaching sessions, recognition events and timely communication. We will continue to evaluate the Employee Satisfaction Questionnaire for gaps in service, leading to opportunities for improvement.

• We will research viable incentives that will increase retention of current employees and aid in attracting new employees.

• We will evaluate the Compensation Plan on an annual basis.

SAFETY, WELLNESS & TRAINING• We will develop, encourage and champion a positive safety and wellness culture throughout the

District. Provide training programs that will enhance employees’ abilities and opportunities for promotion and increase safety and well-being awareness to ensure a healthful work environment.

• We will continually improve our risk management process to reduce injuries, control losses, and limit liability.

• We will ensure safe working conditions by empowering employees to correct or remove hazards.

• We will conduct a job safety analysis for each employee position in order to identify potential job hazards and recommend corrections to reduce risk. This will be a multi-year project.

VOLUNTEER SERVICES • We will provide support for the new volunteer positions and continue to look for opportunities to

utilize volunteers to help supplement staff.

• We will support our volunteers by providing necessary tools, staff support, special events coordination and any other materials or marketing to assist with their initiatives.

• We will invest in specific training opportunities that leverage our volunteers’ experience and passion for their positions. These could include, but are not limited to, continuing education CPR training for Public Safety volunteers and herbicide or chainsaw training for Natural Resources volunteers.

• We will utilize options to help attract a diverse core of volunteers by using a mix of traditional methods and more technologically–based recruiting. From print media to web site marketing to social media and online recruitment videos, the volunteer office strives to reach interested residents in the County.

• We will build stronger, more robust partnerships with local organizations and businesses that are interested in supporting our dedicated volunteers. We will use inducements such as free publicity and prominent signage to add to our list of sponsors and community partnerships.


Goals & Objectives Natural Resource Management Department

The primary mission of the Natural Resources department is to conserve our County’s native flora and fauna for their own intrinsic value, as well as the enjoyment of current and future generations. We believe the best method for the conservation of our native landscapes is through active ecological restoration.

Detailed timetables and plans have been prepared for our forest preserves that contain our highest quality natural areas. These plans can be found in our Annual Management Schedules (AMS) booklets for 2020 and 2021, published annually in January. Highlights of management projects for FY 2020/21 are as follows:

• Complete final engineering and begin construction on the water-control structure for Nelson Lake Marsh at the Dick Young Forest Preserve.

• Implement ComEd Green Grant project to diversify mow-reduction areas across five preserves.• Continue vegetation inventories for at least five high-quality sites. • Create at least 110 acres of new prairie at sites including Bowes Creek Woods Forest Preserve.• Clear at least 40 acres of invasive brush from invaded woodlands.• Plant at least 30 acres of new tree plantings.


Goals & ObjectivesPlanning & Operations Department

OperationsThe Mission statement of the Operations side of the department is to provide a welcoming, safe and enjoyable outdoor experience by maintaining and improving all preserves, properties and amenities responsive to changing public trends, which enhance the lives of Kane County residents and visitors.

NORTH DIVISION• Complete engineering and bid specifications for drainage improvements along the Fox River Trail

near the Tekakwitha Woods Forest Preserve.• Complete specifications and prepare bid documents for the electrical power-supply improvements

at the Tyler Creek Forest Preserve.• Complete specifications and prepare bid documents for the resurfacing of a section of roadway at

Burnidge Forest Preserve.• Complete specifications and work with the Finance department to complete the bid process to

purchase two replacement 3/4-ton pickup trucks.

SOUTH DIVISION• Complete specifications and prepare bid documents for the resurfacing of the Leroy Oakes Great

Western Trail parking lot.• Complete specifications and prepare bid documents for the resurfacing of the internal trail at

Oakhurst Forest Preserve.• Complete specifications and work with the Finance department to complete the bid process to

purchase one replacement 1-1/4-ton dump truck and one replacement 1/2-ton pickup truck.• Assist the Trades division with the installation of a new waterless restroom located at the

Johnson’s Mound Forest Preserve.

TRADES• Complete specifications and prepare bid documents for the structures and material removal at

various locations throughout the District.• Complete the installation of five replacement bridges, located at the Settler’s Hill Golf Course, as

part of the new improvements to the course.• Complete the specifications and bid documents for the construction of the new maintenance

building at Hughes Creek Forest Golf Club.• Complete the structure and material removal at the Big Rock/Gwinn Oaks property.• Complete the construction of the salt storage building at the North Operations Maintenance

Facility.• Complete specifications and bid documents for the Fabyan Villa deck repairs.

PlanningThe mission of the Planning side of the department is to plan, design and implement capital improvements to forest preserves as well as recommend the acquisition and acceptance of land for public open space, recreation, scenic purposes, preservation and enhancement of the environment, according to the needs of the citizens of the Forest Preserve District of Kane County.

The Goals & Objectives for the 2020/2021 Fiscal Year will include the following projects:

• Drainage consulting and work at various preserves.• Mill Creek Greenway Forest Preserve — new public access prepare engineering plans.


• Brunner Family and Fox River Shores Forest Preserves — basin and trail repairs.• Kane County Division of Transportation Project (Kirk Road Bridge Project) construction of

secondary access road and parking lot improvements.• Kane County Division of Transportation Project (Main Street, Fabyan Parkway and Bliss Road

Intersection Improvements) tree-planting project at the Elburn Forest Preserve.


Goals & ObjectivesPublic Safety Department

• Working toward accreditation of the police department through the Illinois Chiefs of Police Association, Illinois Law Enforcement Accreditation Program (ILEAP). All policies must be written to comply with nationally recognized guidelines, and submitted along with proofs of compliance for inspection by ILEAP.

• Continue to Provide for meaningful citizen contacts through community oriented activities and working with various volunteer groups.

• Continue to meet state mandated training for all officers.


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Cicada on RosinweedDick Young Forest Preserve, Batavia

Photo by Natural Resource Management Director Ben Haberthur

Fund 02 - IMRFFund 02 - IMRFForest Preserve District of Kane County Fiscal Year 2020/21




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Black Swallowtail ButterflyFitchie Creek Forest Preserve, Elgin

Photo by Restoration Technician Monika Kastle

Fund 03 - Construction & Fund 03 - Construction & DevelopmentDevelopment





New/Replacement RequestsConstruction & Development Fund

CONSTRUCTION & DEVELOPMENT FUNDNew/Additional Requests

Department Project # Projects Request

Operations-Trades 10801Trail Resurfacing - Oakhurst Internal Trail Maintenance

100,000 Operations-Trades 10802 Spring 2020 Flooding Damage Repairs 500,000 Operations-Trades 10803 Tekakwitha Drainage Improvements 27,500 Operations-Trades 10804 Structure & Material Removal 508,877 Operations-Trades 10805 Tyler Creek Power Supply Improvements 38,400

Operations-Trades 10806LeRoy Aokes/Great Western Trailhead Parking Lot Resurface

28,000 Operations-Trades 10807 Burnidge Roadway Resurfacing 31,000 Operations-Trades 10808 Johnson's Mound Restroom Replacement 21,000 Operations-Trades 10809 Hughes Creek Golf Club Parking Lot Paving 296,000 Operations-Trades 10810 Strikers' Parking Lot Crack Fill, Seal Coat & Striping 25,000 Operations-Trades 10811 Hughes Creek GC Maintenance Building 350,000

Natural Resources 20801 Prairie Recreation at Bowes Creek Woods 50,000

Natural Resources 20601Dick Young/Nelson Lake Marsh Revitalization - Project Total $160,221 130,000

Natural Resources 20604Pingree Grove Wetland Bird Habitat Enhancements - Project Total $76,272 20,000

Natural Resources 20701Prairie Recreation at Burlington Prairie - Project Total $100,000 100,000

Planning 30801 Interactive Prairie Exhibit 212,500 Planning 30802 Drainage Consulting, Drain Tile Mapping & Repairs 100,000

Planning 30803Mill Creek Greenway FP New Public Access & Trail Connection

50,000

Planning 30612Brunner Family/Fox River Shores Basin & Trail Repair - Project Total $247,500 217,500

Planning 30804Kane County Events Center Secondary Access Road & Parking Lot Improvements 548,555

Planning 30805 Elburn FP Tree Planting 220,000 Total 3,574,332


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DragonflyMill Creek Greenway Forest Preserve, Geneva

Photo by Safety & Wellness Coordinator Chuck Misner


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A $1

,900

,000

GO

Bon

d 20

16C

$5,1

35,0

00G

O B

ond

2017

B $2

,730

,000

GO

Bon

d 20

11A

$840

,450

EXPE

NSES

Tot

al

Fund

REV

ENUE

Tota

l: 04

- De

bt S

ervi

ce F

und

Fund

EXP

ENSE

Tota

l: 04

- De

bt S

ervi

ce F

und

Fund

Tot

al: 0

4 - D

ebt S

ervi

ce F

und

GO

Bon

d 20

16A

$238

,750

GO

Bon

d 20

16C

$1,7

99,5

75G

O B

ond

2017

A $1

,369

,331

.26

GO

Bon

d 20

17B

$122

,885

Div

isio

n To

tal:

14 -

Deb

t Ser

vice

Dep

artm

ent T

otal

: 12

- Fin

ance

& B

usin

ess



Fund 05 - Land AcquisitionFund 05 - Land AcquisitionForest Preserve District of Kane County Fiscal Year 2020/21

Argiope SpiderBig Rock Forest Preserve, Big Rock



Fore

st P

rese

rve D

istric

t of K

ane C

ount

y20

20/2

1 A

nnua

l Bud

get

Acco

unt N

umbe

rAc

coun

t Des

crip

tion

2017

Act

ual A

mou

nt20

18 A

ctua

l Am

ount

2019

Act

ual A

mou

nt20

20 A

dopt

ed

Budg

et20

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dopt

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Budg

et20

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Budg

et

Varia

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Perc

ent %

3020

Inve

stm

ent I

ncom

e/(L

oss)

12,7

2743

9,53

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8,95

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0,00

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,000

(228

,000

)-9

5%30

30Fe

dera

l & S

tate

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00

1,10

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100,

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100%

3041

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ella

neou

s In

com

e73

7,32

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658

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m B

ond

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000

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00

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01,

112,

000

872,

000

363%

3,80

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000

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3%

5080

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00

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5180

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ultin

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s18

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5190

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000

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687

14,6

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301

20,0

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,000

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2,93

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,045

,000

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2,93

5,83

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7,44

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,045

,000

20,0

45,0

000

0%

3,80

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935,

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14,7

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20,0

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0020

,045

,000

00%

865,

545

26,5

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37(6

,686

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)(1

9,80

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0)(1

8,93

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0-4

%Fu

nd E

XPEN

SE

To

tal:

05 -

Land

Acq

uist

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Fund

Fund

Tot

al: 0

5 -

Land

Acq

uist

ion

Fund

Dep

artm

ent:

35

- Pl

anni

ng &

Acq

uisi

tion

Div

isio

n:

3

6 -

Land

Acq

uisi

tion

Div

isio

n To

tal:

36 -

Lan

d Ac

quis

ition

Dep

artm

ent T

otal

: 35

- Pl

anni

ng &

Acq

uisi

tion

EXPE

NSES

Tot

al

Fund

REV

ENUE

Tota

l: 05

- La

nd A

cqui

stio

n Fu

nd

EXPE

NSES

FORE

ST P

RESE

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DIST

RICT

OF

KAN

E CO

UN

TY20

20/2

1 AN

NU

AL B

UDG

ET

Fund

:

05

- La

nd A

cqui

stio

n Fu

ndRE

VENU

ESD

epar

tmen

t:

0

0 -

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enue

Div

isio

n:

0

0 -

Rev

enue Mill

Cre

ek G

reen

way

- $

700,

000

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ie A

cqui

sitio

n -

$400

,000

Div

isio

n To

tal:

00 -

Rev

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Dep

artm

ent T

otal

: 00

- R

even

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VENU

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otal

Acco

unt N

umbe

rAc

coun

t Des

crip

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2017

Act

ual A

mou

nt20

18 A

ctua

l Am

ount

2019

Act

ual A

mou

nt20

20 A

dopt

ed

Budg

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21 A

dopt

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Budg

et20

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Budg

et

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Perc

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3020

Inve

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12,7

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dera

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tate

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nts

751,

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00

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000

100%

3041

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s In

com

e73

7,32

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00

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3090

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m B

ond

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s0

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480

00

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3100

Inte

rfund

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000

00

00

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3,80

1,37

541

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753,

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1,11

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801,

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0,00

01,

112,

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363%

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l Fee

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00

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5180

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ultin

g Se

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,000

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2,93

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,045

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2,93

5,83

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3,80

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865,

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)(1

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%Fu

nd E

XPEN

SE

To

tal:

05 -

Land

Acq

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Fund

Fund

Tot

al: 0

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Acq

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Fund

Dep

artm

ent:

35

- Pl

anni

ng &

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Div

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n:

3

6 -

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Acq

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Div

isio

n To

tal:

36 -

Lan

d Ac

quis

ition

Dep

artm

ent T

otal

: 35

- Pl

anni

ng &

Acq

uisi

tion

EXPE

NSES

Tot

al

Fund

REV

ENUE

Tota

l: 05

- La

nd A

cqui

stio

n Fu

nd

EXPE

NSES

FORE

ST P

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RICT

OF

KAN

E CO

UN

TY20

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1 AN

NU

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UDG

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Fund

:

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- La

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cqui

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VENU

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t:

0

0 -

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Div

isio

n:

0

0 -

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Cre

ek G

reen

way

- $

700,

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ie A

cqui

sitio

n -

$400

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Div

isio

n To

tal:

00 -

Rev

enue

Dep

artm

ent T

otal

: 00

- R

even

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VENU

ES T

otal

Fund 06 - Insurance LiabilityFund 06 - Insurance LiabilityForest Preserve District of Kane County Fiscal Year 2020/21

Red Saddlebags DragonflyLeRoy Oakes Forest Preserve, St. Charles





Acco

unt N

umbe

rAc

coun

t Des

crip

tion

2017

Act

ual A

mou

nt20

18 A

ctua

l Am

ount

2019

Act

ual A

mou

nt20

20 A

dopt

ed

Budg

et20

21 A

dopt

ed

Budg

et20

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020

Budg

et

Varia

nce

Perc

ent %

3001

Gene

ral P

rope

rty T

ax14

9,58

019

,973

10,0

7310

,000

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000

0%30

20In

vest

men

t Inc

ome/

(Los

s)4,

482

6,12

83,

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4,20

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,660

)-8

7%30

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me

3,00

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terfu

nd T

rans

fers

00

152,

305

254,

942

283,

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28,4

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%15

7,06

126

,102

167,

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269,

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293,

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24,8

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26,1

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9,14

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3,97

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167,

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7,85

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114,

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120,

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132,

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146,

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20Un

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ent C

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16,3

9518

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15,3

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00)

-3%

243,

061

252,

814

261,

086

269,

142

293,

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24,8

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243,

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252,

814

261,

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269,

142

293,

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24,8

289%

243,

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252,

814

261,

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269,

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24,8

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157,

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9,14

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3,06

125

2,81

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1,08

626

9,14

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3,97

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,828

9%(8

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9)(2

26,7

12)

(93,

997)

00

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Fund

Tot

al: 0

6 - I

nsur

ance

Lia

bilit

y Fu

nd

Div

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n To

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otal

: 00

- Rev

enue

REVE

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Tot

alEX

PENS

ESD

epar

tmen

t:

1

2 - F

inan

ce &

Bus

ines

sD

ivis

ion:

15

- Ins

uran

ce L

iabi

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Div

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n To

tal:

15 -

Insu

ranc

e Li

abili

tyD

epar

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t Tot

al: 1

2 - F

inan

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sEX

PENS

ES T

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Fund

REV

ENUE

Tota

l: 06

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Liabi

lity

Fund

Fund

EXP

ENSE

Tota

l: 06

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sura

nce

Liabi

lity

Fund

Div

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n:

0

0 - R

even

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FORE

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DIST

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OF

KAN

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UN

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1 AN

NU

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ET

Fund

:

06

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uran

ce L

iabi

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Fund

REVE

NUES

Dep

artm

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00

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Fore

st P

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rve D

istric

t of K

ane C

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Virginia Ctenucha MothDick Young Forest Preserve, Batavia


Fund 07 - EnterpriseFund 07 - EnterpriseForest Preserve District of Kane County Fiscal Year 2020/21




Fore

st P

rese

rve D

istric

t of K

ane C

ount

y20

20/2

1 A

nnua

l Bud

get

Acco

unt N

umbe

rAc

coun

t Des

crip

tion

2017

Act

ual A

mou

nt20

18 A

ctua

l Am

ount

2019

Act

ual A

mou

nt20

20 A

dopt

ed

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et20

21 A

dopt

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et20

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Budg

et

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nce

Perc

ent %

3020

Inve

stm

ent I

ncom

e/(L

oss)

17,9

5858

,320

73,5

2965

,000

69,5

004,

500

7%30

41M

iscel

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ous

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me

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com

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0,76

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0,00

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743,

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5181

Bank

ing

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766

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prec

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1,37

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3,07

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Fees

20,8

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10

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485,

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8050

Inte

rest

Exp

ense

151,

564

137,

796

128,

387

119,

183

109,

383

(9,8

00)

-8%

8075

Amor

tizat

ion

Expe

nse

24,4

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,412

24,4

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0%92

2,63

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743,

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0%(1

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09)

(103

,238

)(6

46,6

15)

(560

,795

)(7

60,6

71)

(199

,876

)36

%

Div

isio

n:

4

3 -

Even

ts &

Cul

tura

l Cen

ters

FORE

ST P

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DIST

RICT

OF

KAN

E CO

UN

TY20

20/2

1 AN

NU

AL B

UDG

ET

Fund

:

07

- Ev

ents

& C

ultu

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und

REVE

NUES

Dep

artm

ent:

00

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even

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ion:

00

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Div

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n To

tal:

00 -

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enue

Dep

artm

ent T

otal

: 00

- R

even

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EXPE

NSES

Dep

artm

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41

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unity

Aff

airs

& E

duca

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EXP

ENSE

Tota

l: 07

- Ev

ents

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ultu

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Fund

Tot

al: 0

7 -

Even

ts &

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l Fun

d

GO

Bon

d 20

16B

$495

,000

GO

Bon

d 20

16B

$109

,382

.50

Div

isio

n To

tal:

43 -

Eve

nts

& C

ultu

ral C

ente

rsm

ent T

otal

: 41

- Co

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unity

Aff

airs

& E

duca

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EXPE

NSES

Tot

al

Fund

REV

ENUE

Tota

l: 07

- Ev

ents

& C

ultu

ral F

und



Cicada Killer WaspLeRoy Oakes Forest Preserve, St. Charles


Fund 08 - Social SecurityFund 08 - Social SecurityForest Preserve District of Kane County Fiscal Year 2020/21




Fore

st P

rese

rve D

istric

t of K

ane C

ount

y20

20/2

1 A

nnua

l Bud

get

Acco

unt N

umbe

rAc

coun

t Des

crip

tion

2017

Act

ual A

mou

nt20

18 A

ctua

l Am

ount

2019

Act

ual A

mou

nt20

20 A

dopt

ed

Budg

et20

21 A

dopt

ed

Budg

et20

21-2

020

Budg

et

Varia

nce

Perc

ent %

3001

Gene

ral P

rope

rty T

ax31

9,07

131

8,80

110

,073

10,0

0010

,000

00%

3010

Stat

e Re

plac

emen

t Tax

2,39

01,

661

1,72

61,

500

1,65

015

010

%30

20In

vest

men

t Inc

ome/

(Los

s)2,

411

4,85

51,

526

2,30

033

0(1

,970

)-8

6%31

00In

terfu

nd T

rans

fers

00

301,

211

380,

110

385,

634

5,52

41%

323,

872

325,

318

314,

537

393,

910

397,

614

3,70

41%

323,

872

325,

318

314,

537

393,

910

397,

614

3,70

41%

323,

872

325,

318

314,

537

393,

910

397,

614

3,70

41%

8060

Socia

l Sec

urity

Tax

320,

743

325,

274

348,

768

393,

910

397,

614

3,70

41%

320,

743

325,

274

348,

768

393,

910

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Monarch Butterfly Caterpillar LeRoy Oakes Forest Preserve, St. Charles


Fund 11 - MitigationFund 11 - MitigationForest Preserve District of Kane County Fiscal Year 2020/21




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Praying Mantis (with vertebrate cameo by a Tree Frog)Freeman Kame Forest Preserve, Gilberts

Photo by Natural Resource Management Director Ben Haberthur

Budget OrdinanceBudget OrdinanceForest Preserve District of Kane County Fiscal Year 2020/21




Appropriation OrdinanceForest Preserve District of Kane County












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ANNUAL BUDGET2 Fores eserv istric an ount nnua udge Y2020/21 Preface Invertebrates The cover photo...

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