Code of Ordinances

Each day a vio­la­tion of this Chap­ter is con­tin­ued con­sti­tutes a sep­a­rate offense.

(A) Pol­i­cy State­ment.  It is the pol­i­cy of the Coun­ty that a mem­ber of any group asso­ci­at­ed with this unit of gov­ern­ment which is sub­ject to the pro­vi­sions of the Open Meet­ings Act may attend and par­tic­i­pate in any open or closed meet­ing of that Cov­ered Group from a remote loca­tion via tele­phone, video or inter­net con­nec­tion, pro­vid­ed that such atten­dance and par­tic­i­pa­tion is in com­pli­ance with this pol­i­cy and any oth­er applic­a­ble laws.

(B) Pre­req­ui­sites.  A mem­ber of the Cov­ered Group of the Coun­ty shall be pro­vid­ed the oppor­tu­ni­ty to attend an open and closed meet­ing or only one of such meet­ings from a remote loca­tion if the mem­ber meets that fol­low­ing con­di­tions and a major­i­ty of a quo­rum of the Cov­ered Body votes to approve the remote attendance;

1. the mem­ber must noti­fy the record­ing sec­re­tary or clerk of the Cov­ered Body at least twen­­­ty-four (24) hours before the meet­ing unless advance notice is impractical;
2. the mem­ber must meet one of three rea­sons described here­in why he or she is unable to phys­i­cal­ly attend the meet­ing, includ­ing either: (a) that the mem­ber can­not attend because of per­son­al ill­ness or dis­abil­i­ty; (2) the mem­ber can­not attend because of employ­ment pur­pos­es or the busi­ness of the Coun­ty; or (3) the mem­ber can­not attend because of a fam­i­ly or oth­er emer­gency; and
3. a quo­rum of the Cov­ered Body must be phys­i­cal­ly present.

(C) Vot­ing Pro­ce­dure.  After roll call, a vote of the Cov­ered Body shall be tak­en, con­sid­er­ing the pre­req­ui­sites set forth in para­graph (B), on whether to allow an off-site board mem­ber to par­tic­i­pate remote­ly.  All of the mem­bers phys­i­cal­ly present are per­mit­ted to vote on whether remote par­tic­i­pa­tion will be allowed.  A vote may be tak­en to per­mit remote par­tic­i­pa­tion for a stat­ed series of meet­ings if the same rea­son applies in each case.  Oth­er­wise, a vote must be tak­en to allow each remote participation.

(D) Quo­rum and Vote Required.  A quo­rum must be estab­lished by mem­bers phys­i­cal­ly present at any meet­ing before it can be con­sid­ered whether to allow a mem­ber to par­tic­i­pate in the meet­ing remote­ly.  A vote of a major­i­ty of a quo­rum shall be nec­es­sary to decide the issue.  For the meet­ing to con­tin­ue there shall always need to be a quo­rum phys­i­cal­ly present.

(E) Min­utes.  The mem­ber par­tic­i­pat­ing remote­ly shall be con­sid­ered an off-site par­tic­i­pant and count­ed as present by means of video or audio con­fer­ence, for that meet­ing of the mem­bers is allowed to par­tic­i­pate.  The meet­ing min­utes of the Coun­ty shall also reflect and state specif­i­cal­ly whether each mem­ber is phys­i­cal­ly present, present by video, or present by audio means.

The Coun­ty here­by adopts the Remote Par­tic­i­pa­tion Pol­i­cy, as out­lined in Adden­dum “A”, that per­mits a mem­ber of the pub­lic body to attend and par­tic­i­pate in any meet­ing of a pub­lic body as defined in the Open Meet­ings Act from a remote loca­tion via tele­phone, video, or inter­net con­nec­tion pro­vid­ed that such atten­dance and par­tic­i­pa­tion is in com­pli­ance with the pol­i­cy and any applic­a­ble laws.

The def­i­n­i­tion of “meet­ing” set forth in Sec­tion 1–8‑12 shall super­sede and replace any oth­er def­i­n­i­tion used in any pre­vi­ous or exist­ing ordinance.

The term “meet­ing” shall mean “any gath­er­ing, whether in per­son or by video or audio con­fer­ence, tele­phone calls, elec­tron­ic means (such as, with­out lim­i­ta­tion, elec­tron­ic mail, elec­tron­ic chat and instant mes­sag­ing), or oth­er means of con­tem­po­rary inter­ac­tive com­mu­ni­ca­tion, of a major­i­ty of a quo­rum of the mem­bers of a pub­lic body held for the pur­pose of dis­cussing pub­lic busi­ness” or such oth­er def­i­n­i­tion as shall be con­tained with­in the state statutes.

Pur­suant to Pub­lic Act 94–1058 which amends the Open Meet­ings Act in 5 ILCS 120/7, this Coun­ty does here­by estab­lish a pol­i­cy that per­mits mem­bers of the cor­po­rate body to attend meet­ings by means oth­er than phys­i­cal presence.

The Coun­ty Clerk or his or her designee is here­by autho­rized to destroy the audio and video record­ings of those closed ses­sions for which:

(A) The cor­po­rate author­i­ties of the Coun­ty have approved the min­utes of the closed ses­sions as to accu­rate con­tent, regard­less of whether the min­utes have been released for pub­lic review;

(B) More than eigh­teen (18) months have elapsed since the date of the closed session;

(C) There is no court order requir­ing the preser­va­tion of such record­ing; and

(D) The cor­po­rate author­i­ties of the Coun­ty have not passed a motion requir­ing the preser­va­tion of the ver­ba­tim record­ing of that meeting.

The audio or video tape record­ings of closed ses­sions shall be main­tained for eigh­teen (18) months after the closed ses­sion and shall not be released to the pub­lic unless such release is required by a court order or specif­i­cal­ly autho­rized for release by a vote of the Coun­ty Board.  Mem­bers of the cor­po­rate author­i­ties may lis­ten to the closed ses­sion record­ings in the pres­ence of the Coun­ty Clerk or his or her designee.  Copies of such tapes will not be made or pro­vid­ed to any­one unless specif­i­cal­ly autho­rized by vote of the Coun­ty Board.

At one meet­ing at least every six (6) months, the agen­da shall include the item: “Review of the min­utes and record­ings of all closed ses­sions that have not yet been released for pub­lic review, and deter­mi­na­tion of which min­utes, if any, may be released.”  Min­utes shall be reviewed in closed ses­sion and shall not be released unless the cor­po­rate author­i­ties of the Coun­ty find that it is no longer nec­es­sary to pro­tect the pub­lic inter­est or the pri­va­cy of an indi­vid­ual by keep­ing them con­fi­den­tial.  As to any min­utes not released, the cor­po­rate author­i­ties shall find that the “need for con­fi­den­tial­i­ty still exists” as to those min­utes.  Min­utes of closed ses­sions shall be kept indefinitely.

The Coun­ty shall main­tain suf­fi­cient tapes, bat­ter­ies and equip­ment for the Coun­ty to com­ply with this Divi­sion.  The Coun­ty Clerk or his/her designee shall peri­od­i­cal­ly check the equip­ment to con­firm that it is func­tion­ing.  In the event that any­one present at a closed ses­sion deter­mines that the equip­ment is not func­tion­ing prop­er­ly, the closed ses­sion will be tem­porar­i­ly sus­pend­ed to attempt to cor­rect any mal­func­tion.  In the event that an equip­ment mal­func­tion can­not be cor­rect­ed imme­di­ate­ly, the closed ses­sion will ter­mi­nate until such time as the closed ses­sion may pro­ceed with a func­tion­ing record­ing device.

At the begin­ning of each closed ses­sion, those present shall iden­ti­fy them­selves by voice for the audio record­ing.  If the meet­ing is video­taped, those present shall indi­vid­u­al­ly appear on cam­era and iden­ti­fy them­selves by voice at the begin­ning of the closed ses­sion.  The meet­ing Chair shall also announce the times the closed ses­sion com­mences and ends at the appro­pri­ate points on the recording.

In addi­tion to the record­ings of the closed and exec­u­tive ses­sion as addressed in this Divi­sion, the Coun­ty will keep min­utes of all closed meet­ings in accor­dance with the require­ments of the Open Meet­ings Act, 5 ILCS 120/2.06.

The Coun­ty Clerk or his or her designee shall be respon­si­ble for arrang­ing for the record­ing of such closed or exec­u­tive ses­sions.  In the absence of the Coun­ty Clerk or his or her designee, the meet­ing Chair will arrange for the audio or video record­ing of the closed or exec­u­tive ses­sion of the Coun­ty Board.  Each sub­sidiary pub­lic body of the Coun­ty shall des­ig­nate an indi­vid­ual who will be respon­si­ble for the record­ing of any and all closed or exec­u­tive ses­sions of the sub­sidiary body and for pro­vid­ing the Coun­ty Clerk with a copy of such record­ing.  The Coun­ty Clerk, or his or her designee, shall secure­ly main­tain the ver­ba­tim record­ings of all closed ses­sions of the cor­po­rate author­i­ties of the Coun­ty and all sub­sidiary pub­lic bod­ies of the County.

The Coun­ty shall keep a ver­ba­tim record of all closed or exec­u­tive ses­sion meet­ings of the cor­po­rate author­i­ties of the Coun­ty or any sub­sidiary “pub­lic body” as defined by the Illi­nois Open Meet­ings Act, 5 ILCS 120/1.  The ver­ba­tim record shall be in the form of an audio or video record­ing as deter­mined by the cor­po­rate author­i­ties.  (See 5 ILCS 120/2)

The fol­low­ing list­ed hol­i­days as set forth in the statutes and oth­ers grant­ed by the Coun­ty Com­mis­sion­ers be and they are list­ed below for the 2010 cal­en­dar year:

Hol­i­day / Day

New Year’s Day / Fri­day (Observed)

Mar­tin Luther King Birth­day / Mon­day

Lincoln’s Birth­day / Fri­day (Observed)

Washington’s Birth­day / Mon­day (Observed)

Good Fri­day / Fri­day

Memo­r­i­al Day / Mon­day (Observed)

Inde­pen­dence Day / Mon­day

Labor Day / Mon­day

Colum­bus Day / Mon­day (Observed)

Veteran’s Day / Fri­day

Thanks­giv­ing Day / Thurs­day

Day after Thanks­giv­ing / Fri­day

Christ­mas Day / Mon­day (Observed)

(Ord. No. 2010–26; 11–30–10)

The com­pen­sa­tion of Judges of Elec­tion is here­by set at Sev­en­­­ty-Five Dol­lars ($75.00) per elec­tion.  How­ev­er, the com­pen­sa­tion of Judges of Elec­tion hav­ing suc­cess­ful­ly com­plet­ed a train­ing course admin­is­tered by the Coun­ty Clerk with­in the last two (2) years is set at One Hun­dred Dol­lars ($100.00) per elec­tion.  The Coun­ty Clerk may adopt uni­form rules of com­pen­sat­ing Judges of Elec­tion for such addi­tion­al duties as receiv­ing and return­ing bal­lots and sup­plies, and reim­burse mileage of per­son­al vehi­cles for such duties.  (10 ILCS 5/13–10)  (E 06–27–06).

Sub­ject to the pro­vi­sions of this Sec­tion, the annu­al salaries of the fol­low­ing Union Coun­ty elect­ed offi­cials are estab­lished and are to be effec­tive on Decem­ber 1^st of the next pre­ced­ing year:

2010 / 2011 / 2012 / 2013

Cir­cuit Clerk  54,000 / 54,000 / 54,000 / 54,000

Coun­ty Clerk  54,000 / 54,000 / 54,000 / 54,000

Coun­ty Com­mis­sion­er  8,00 / 8,000 / 8,000 / 8,000

Coro­ner  N/A

Coun­ty Sher­iff  56,247.30 / 56,247.30 / 56,247.30 / 56,247.30

State’s Attor­ney  (Set by State Statute)

Coun­ty Trea­sur­er  54,000 / 54,000 / 54,000 / 54,000

The Coun­ty does here­by estab­lish the South­ern Illi­nois Coun­ty Risk Man­age­ment Group as its provider.

(A) Cer­tain employ­ees may be required by the Coun­ty Board and/or cer­tain Depart­ment Heads to have take-home Coun­ty vehi­cles for the pur­pos­es of being on twen­­­ty-four (24) hour call in order to ensure effi­cien­cy and pub­lic safety.

(B) Take-home Coun­ty vehi­cles used by such employ­ees shall be used only for com­mut­ing, offi­cial use and de-min­i­­­mous per­son­al use, as defined by the Inter­nal Rev­enue Service.

(C) Employ­ees required to use take-home Coun­ty vehi­cles shall be required to include in their wages such income from the use of Coun­ty vehi­cle prop­er­ty based upon the “Com­mut­ing Rule” of deter­min­ing val­ue, as estab­lished by the IRS.  Under this rule, the val­ue of prop­er­ty pro­vid­ed to the employ­ee for com­mut­ing pur­pos­es only is deter­mined by mul­ti­ply­ing each one-way com­mute by One Dol­lar Fifty Cents ($1.50), regard­less of the length of com­mute.  This method will be used to deter­mine the extent to which income is includ­ed in the employ­ees’ wages.  Such wages shall be report­ed by the depart­ment heads of such affect­ed employ­ees to the Coun­ty Trea­sur­er for inclu­sion on those employ­ees’ W‑2 or 1099 forms.

(D) Affect­ed employ­ees shall be required to sign a vehi­cle use pol­i­cy (attached here­to as “Exhib­it A”) list­ing the require­ments and pro­hib­it­ed uses of take-home Coun­ty vehicles.

(A) Reim­burse­ment of pri­vate auto­mo­bile usage expens­es must be request­ed on an approved form, which shall show the payee’s name, trip dates, net mileage, des­ti­na­tion, and pur­pose of the trip.  The form must be approved by the depart­ment head pri­or to the trip.

(B) Claims for trav­el expense reim­burse­ment shall be sub­mit­ted on an approved form, which shall show date and des­ti­na­tion, trans­porta­tion expens­es oth­er than pri­vate auto­mo­bile usage expense, meals, lodg­ing, and infor­ma­tion about the pur­pose of the trav­el and guest meals.  Expens­es which were pre­paid by the Coun­ty, such as fares and reg­is­tra­tion fees, shall be deduct­ed in order to arrive at a net reim­burse­ment amount.  Receipts for all expens­es must be signed by the indi­vid­ual and approved by the depart­ment head before any claims may be paid.

(C) All claims for reim­burse­ment shall be exam­ined by the appro­pri­ate committee(s) of theCountyBoard.

(D) All claims for reim­burse­ment shall be sub­ject to review and final approval by theCountyBoard.

(A) The Coun­ty will advance to the trav­el­er upon prop­er request the following:

1. Esti­mat­ed meal expense at the per diem rate of Thir­­­ty-Six Dol­lars ($36.00).
2. Esti­mat­ed sin­gle room rate for the num­ber of nights expect­ed to be stayed by the traveler.

(B) Where at all pos­si­ble, the hotel expense should be paid in advance.

(C) When a trav­el­er receives an advance expense check, the amount so advanced will be set up on an indi­vid­ual account receiv­able from the trav­el­er.  After five (5) work­ing days, the trav­el­er must turn in all receipts and set­tle his account with the Coun­ty.  If the trav­el­er owes the Coun­ty, he must sub­mit pay­ment imme­di­ate­ly or the Coun­ty will deduct any such debt from the pay­roll check of the traveler.

(A) Per­son­al liv­ing expens­es shall be reim­bursed for autho­rized Coun­ty trav­el.  The max­i­mum dai­ly allowance for three (3) meals and tips shall be Thir­­­ty-Six Dol­lars ($36.00).  Expens­es for alco­holic bev­er­ages shall not be reim­bursed.  Receipts shall be sub­mit­ted with the reim­burse­ment request; or

(B) The cost of meals pur­chased for per­sons, oth­er than Coun­ty Employ­ees, shall be reim­bursed if the rea­son for the expense is deemed to be in the best inter­ests of the Coun­ty.  The reim­burse­ment request shall indi­cate why and for whom the expense was incurred.  Extreme dis­cre­tion shall be used by all offi­cials in grant­i­ng this reimbursement.

(C) The actu­al cost of accom­mo­da­tions, exclud­ing room ser­vice and valet ser­vice, shall be reim­bursed up to a rate of One Hun­dred Twen­­­ty-Five Dol­lars ($125.00)per day.  Receipts must accom­pa­ny all requests for reimbursement.

(D) Spe­cial expens­es of the fol­low­ing nature shall be reim­bursed if accom­pa­nied by receipts.

1. Steno­graph­ic, typ­ing and copy­ing service.
2. Hire of spe­cial room for offi­cial business.
3. Tele­phone calls.
4. Reg­is­tra­tion fees for con­fer­ences and seminars.

(A) Expens­es for the use of a pri­vate auto­mo­bile shall be reim­bursed at the rate per mile reim­bursed to employ­ees of the State of Illi­nois at the time the mileage is accu­mu­lat­ed.  The Coun­ty Clerk shall ascer­tain the cur­rent reim­burse­ment rate from time to time.  This reim­burse­ment rate shall be con­strued to include any and all costs for the oper­a­tion of a pri­vate­ly owned auto­mo­bile on Coun­ty busi­ness, the Coun­ty of Union not incur­ring any addi­tion­al lia­bil­i­ty therefrom.

(B) The Coun­ty shall reim­burse park­ing fees and high­way and bridge tolls.  Requests for reim­burse­ment of such fees shall be accom­pa­nied by receipts, where possible.

(C) Reim­burse­ment of pri­vate auto­mo­bile usage expens­es must be request­ed in writ­ten form, which shall show the payee’s name, trav­el dates, net mileage, des­ti­na­tion and pur­pose of the trip.

(D) All claims for reim­burse­ment shall be sub­ject to review and final approval by the CountyBoard.

(A) All mem­bers of the Coun­ty Board, Coun­ty Offi­cials, and Coun­ty Employ­ees shall com­ply with the pro­ce­dure set forth below in order to be reim­bursed for trav­el and liv­ing expens­es, which may be incurred with­in or with­out the Coun­ty of Union but must be nec­es­sary and relat­ed to the con­duct of Coun­ty business.

(B) Depart­ment Heads are respon­si­ble for plan­ning the spe­cif­ic trav­el and edu­ca­tion­al needs of their depart­ments.  They shall request suf­fi­cient funds for these pur­pos­es plus the inci­den­tal dai­ly trav­el needs of their depart­ments when sub­mit­ting their annu­al bud­get request.  Pas­sage of the bud­get by the Coun­ty Board shall con­sti­tute author­i­ty to the Depart­ment Head to imple­ment those plans.  Trav­el expens­es incurred in the con­duct of Coun­ty busi­ness shall be reim­bursed upon sub­mit­tal of prop­er receipts and approval by the Coun­ty Board.

(A) Appoint­ment.  The Chair­man of the Board of Com­mis­sion­ers shall appoint an Ambu­lance Direc­tor with the advice and con­sent of the Commissioners.

(B) Salary.  The Direc­tor shall receive a salary as estab­lished in the annu­al budget.

(C) Duties.  The Direc­tor shall assume the duties of super­vis­ing and man­ag­ing the ambu­lance ser­vice, as defined in the Coun­ty Code.  The Direc­tor shall also be respon­si­ble for relat­ed duties that the Board may assign.

The Office of Coun­ty Super­vi­sor of Gen­er­al Assis­tance shall be filed by an appoint­ment by the Chair­man of the Board of Com­mis­sion­ers with the advice and con­sent of theCountyBoard.

(A) The term of the posi­tion of Coun­ty Super­vi­sor of Gen­er­al Assis­tance shall be four (4) years.

(B) The Super­vi­sor of Gen­er­al Assis­tance shall be the Depart­ment Man­ag­er and shall be respon­si­ble for main­tain­ing the office of Coun­ty Gen­er­al 
Assis­tance as required by the Illi­nois Pub­lic Aid Code and, as applic­a­ble, the reg­u­la­tions of the Illi­nois Depart­ment of Pub­lic Aid.

(C) In addi­tion to those respon­si­bil­i­ties ref­er­enced above, the Super­vi­sor of Gen­er­al Assis­tance shall sub­mit an annu­al bud­get, main­tain ade­quate staff and make all deci­sions regard­ing pol­i­cy with­in the Union Coun­ty Office of Gen­er­al Assis­tance, sub­ject to review by Coun­ty Board.

(D) The salary of the Super­vi­sor of Gen­er­al Assis­tance shall be set by the Coun­ty Board and reviewed annually.

(E) The appoint­ed Super­vi­sor of Gen­er­al Assis­tance shall be removed dur­ing his term of the posi­tion only in accor­dance with the Illi­nois Pub­lic Aid Code, Ch. 23, Sec. 12–21.10; pro­vid­ed, how­ev­er, the Chair­man of the Coun­ty Board, with the advice and con­sent of the Coun­ty Board, shall have sole dis­cre­tion to deter­mine whether the Super­vi­sor of Gen­er­al Assis­tance shall be reap­point­ed to any sub­se­quent term.  Notice of either reap­point­ment or intent to appoint some­one oth­er than the incum­bent shall be pro­vid­ed to the incum­bent Super­vi­sor of Gen­er­al Assis­tance no lat­er than thir­ty (30) days pri­or to the expi­ra­tion of the incumbent’s term.

Pur­suant to the pro­vi­sions of the fed­er­al law Health Insur­ance Porta­bil­i­ty and Account­abil­i­ty Act, the Coun­ty Board does here­by estab­lish the exec­u­tive posi­tion of Pri­va­cy Offi­cial.  The Pri­va­cy Offi­cial shall be the Coun­ty Treasurer.

(A) Pur­pose of the Posi­tion.  The Pri­va­cy Offi­cial shall be respon­si­ble for the imple­men­ta­tion and devel­op­ment of the required County’s poli­cies and pro­ce­dures regard­ing health infor­ma­tion privacy.

(B) Knowl­edge and Cri­te­ria Required for Posi­tion of Pri­va­cy Offi­cial.  The expe­ri­ence and knowl­edge required of the Pri­va­cy Offi­cial shall be as follows:

1. Fun­da­men­tal knowl­edge and under­stand­ing of the County’s orga­ni­za­tion­al struc­ture and oper­a­tions as a unit of government.
2. Famil­iar­i­ty with the admin­is­tra­tion of the County’s Group health ben­e­fit plans includ­ing ven­dor relationships.
3. Sub­stan­tive train­ing and expe­ri­ence in law, employ­ee ben­e­fits, com­pli­ance, admin­is­tra­tion, health, and/or infor­ma­tion tech­nol­o­gy disciplines.
4. Abil­i­ty to com­mu­ni­cate effec­tive­ly with man­age­ment, employ­ees, retirees, par­tic­i­pants, inter­nal depart­ments, busi­ness asso­ciates, and oth­er gov­ern­men­tal agencies.
5. Under­stand­ing of health infor­ma­tion pri­va­cy laws and health insur­ance indus­try practices.

(C) Duties and Respon­si­bil­i­ties of Posi­tion.  The appoint­ed Pri­va­cy Offi­cial shall be respon­si­ble for ensur­ing that the County’s Group Health Plan is in com­pli­ance with the fed­er­al law.  Those respon­si­bil­i­ties shall be as follows:

1. Peri­od­ic health infor­ma­tion pri­va­cy risk and com­pli­ance assess­ments.  These assess­ments will be con­duct­ed annu­al­ly each April under the direc­tion of the Pri­va­cy Official.
2. Updates and imple­men­ta­tion of pri­va­cy poli­cies and pro­ce­dures in response to chang­ing oper­a­tional, sys­tems, or legal requirements.
3. Mon­i­tor­ing the County’s over­all com­pli­ance with its pri­va­cy poli­cies and procedures.
4. Review of sys­tems and method­ol­o­gy for account­ing for dis­clo­sures of per­son­al health insur­ance (oth­er than treat­ment pay­ment and health care operations).
5. Coor­di­nate the review of health infor­ma­tion pri­­­va­­­cy-relat­ed issues with the County’s legal counsel.
6. Review of busi­ness asso­ciates and their agree­ments on an annu­al basis to be con­duct­ed each April.
7. Over­sight of train­ing pro­grams – detailed and overview train­ing.  This includes increas­ing aware­ness of employ­ees and retirees regard­ing efforts to pre­serve the pri­va­cy of indi­vid­u­als health information.
8. Rep­re­sen­ta­tion of County’s infor­ma­tion pri­va­cy inter­est before the appro­pri­ate exter­nal par­ties (state or local gov­ern­ment, etc.)
9. Admin­is­tra­tion of pro­ce­dures for com­pli­ance with the rights of indi­vid­u­als under Health Insur­ance Porta­bil­i­ty and Account­abil­i­ty Act.
10. Annu­al review and updat­ing of notices for com­pli­ance with Health Insur­ance Porta­bil­i­ty and Account­abil­i­ty Act and the County’s health infor­ma­tion pri­va­cy poli­cies and procedures.
11. Mon­i­tor­ing uses and dis­clo­sures of per­son­al health insur­ance with­in the Coun­ty for compliance.
12. Mon­i­tor­ing the ade­qua­cy and effec­tive­ness of pri­va­cy pro­tec­tions and safe­guards in light of tech­no­log­i­cal advances.
13. Review pro­ce­dur­al prac­tices designed to appro­pri­ate­ly lim­it access and dis­clo­sure of per­son­al health insur­ance to the min­i­mum nec­es­sary amount need­ed to accom­plish the intend­ed purposes.
14. Devel­op sanc­tions and mit­i­ga­tion poli­cies for breach­es of pri­va­cy poli­cies and procedures.
15. Assess­ing and admin­is­ter­ing con­sis­tent sanc­tions for fail­ures to com­ply with pri­va­cy poli­cies and pro­ce­dures by staff and busi­ness associates.
16. Mon­i­tor­ing changes in laws and reg­u­la­tions that may neces­si­tate changes in notices, poli­cies and procedures.
17. Coor­di­na­tion of com­mu­ni­ca­tions with U.S. Depart­ment of Health and Human Ser­vices or oth­er gov­ern­men­tal offi­cials and agen­cies in com­pli­ance reviews or investigations.

(D) Deputy Pri­va­cy Offi­cial.  The Coun­ty Board Chair­man may appoint a Deputy Pri­va­cy Offi­cial, upon the rec­om­men­da­tion of the Pri­va­cy Offi­cial for a term of one (1) year.  The pow­ers and duties here­in described shall be exe­cut­ed by such Deputy only in absence of the Pri­va­cy Offi­cial and only when either oral or writ­ten direc­tion has been giv­en by the Pri­va­cy Offi­cial to the Deputy to exer­cise such pow­er or the Coun­ty Board Chair­man or his Admin­is­tra­tor has deter­mined that the Pri­va­cy Offi­cial is tem­porar­i­ly or per­ma­nent­ly inca­pac­i­tat­ed to per­form such functions.

1. The per­son so appoint­ed shall be a mem­ber of the County’s Per­son­nel and Fringe Ben­e­fits staff, who is inti­mate­ly involved and knowl­edge­able about the County’s ben­e­fit plans.

(E) Ancil­lary Duties of the Pri­va­cy Offi­cial.  The oth­er duties of the Pri­va­cy Offi­cial may be del­e­gat­ed to the department’s sup­port staff under the direct super­vi­sion and author­i­ty of the Pri­va­cy Offi­cial and who remains ulti­mate­ly responsible.

(F) Fund­ing for Posi­tion.  Finan­cial­ly the addi­tion­al duties of the Pri­va­cy Offi­cial shall be fund­ed, if nec­es­sary, from the Per­son­nel and Fringe Ben­e­fits Department’s budget.

(G) Con­sul­tants.  The Pri­va­cy Offi­cial shall con­tin­ue to have access to third-par­­­ty con­sul­tants and legal assis­tance to pro­vide cer­tain addi­tion­al exper­tise when needed.

(H) Excep­tions to this Sec­tion.  The Health Insur­ance Porta­bil­i­ty and Account­abil­i­ty Act com­pli­ance for on-site clin­ics spon­sored by the Coun­ty Health Depart­ment or Men­tal Health Depart­ment, shall be the respon­si­bil­i­ty of those depart­ments inde­pen­dent of the Coun­ty Employ­ee Health Plan.  Accord­ing­ly, it shall be the respon­si­bil­i­ty of those depart­ments and their boards to appoint Pri­va­cy Offi­cials for their departments.

(A) Appoint­ment.  The Coun­ty Board Chair­man shall appoint, with the advice and con­sent of the Coun­ty Board, an Ani­mal Con­trol Administrator.

(B) Duties.  (See Chap­ter 3 of this Code.)

(A) Appoint­ment.  The Coun­ty Board Chair­man shall appoint, with the advice and con­sent of the Coun­ty Board, a Coor­di­na­tor of the Emer­gency Ser­vices and Dis­as­ter Agency.

(B) Salary.  He shall receive a salary as estab­lished in the annu­al budget.

(C) Duties.  His duties shall be as are pro­vid­ed in the Revised Code.

The fol­low­ing banks are here­by des­ig­nat­ed as depos­i­to­ries for the funds of the Coun­ty Trea­sur­er and ex-offi­­­cio Coun­ty Collector:

Anna-Jones­boro Bank — Farm­ers State Bank, Alto Pass.

Anna State Bank — U.S. Bank, Cob­den, IL.

First State Bank of Don­go­la — Capa­ha Bank of Anna, IL.

(A) It shall be unlaw­ful for any solic­i­tor or can­vass­er as defined in para­graph (B) of this Sec­tion to engage in such busi­ness with­in all Coun­ty owned buildings.

(B) A solic­i­tor or can­vass­er is defined as any indi­vid­ual tak­ing or attempt­ing to take orders for sale of goods, wares, and mer­chan­dise, per­son­al prop­er­ty of any nature what­so­ev­er for future deliv­ery or for ser­vices to be fur­nished or per­formed in the future, whether or not such indi­vid­ual has, car­ries, or expos­es for sale a sam­ple of the sub­ject for such sale or whether he is col­lect­ing advance pay­ments on such sales or not.

(C) The Sher­iff shall post at each entrance to the build­ings a sign stat­ing “No Solic­i­tors or Can­vassers”.  The fail­ure of the Sher­iff to post such signs or the absence of such a sign on any occa­sion shall not affect the valid­i­ty of this Section.

(D) It shall be the duty of the Sher­iff to enforce the pro­vi­sions of this Sec­tion against any per­son found to be vio­lat­ing the same.

All Coun­ty build­ings are here­by declared tobac­­­co-free facil­i­ties.  Smok­ing and the use of oth­er tobac­co prod­ucts are pro­hib­it­ed inside all facil­i­ties, with the excep­tion of the telecom­mu­ni­ca­tions room at the Union Coun­ty Jail.  This shall be des­ig­nat­ed as a smok­ing area for employ­ees only.

(A) Eli­gi­ble employ­ees shall mean all employ­ees of the Coun­ty, eli­gi­ble under the Fed­er­al Act.

(B) With­hold­ings from salaries or wages of employ­ees for the pur­pose pro­vid­ed in sec­tions here­of are here­by autho­rized to be made in the amounts and at such times as may be required by applic­a­ble State or Fed­er­al laws or regulations.

(A) The Coun­ty does here­by elect to par­tic­i­pate in the Illi­nois Munic­i­pal Retire­ment Fund.

(B) Spe­cial Tax.  The Coun­ty includes in its levy and appro­pri­a­tion ordi­nance pro­vi­sions for the levy­ing of a spe­cial tax to pay the County’s cost of par­tic­i­pat­ing in the Retire­ment Fund and appro­pri­ate funds there­from to pay the cost of participa­tion.  (Res. July 13^th, 1981)

If the Coun­ty Board elects not to pur­chase lia­bil­i­ty insur­ance cov­er­ing and insur­ing Coun­ty offi­cers, elect­ed offi­cials and employ­ees as pro­vid­ed in Sec­tion 1‑4‑5 of this Chap­ter, then the Coun­ty shall indem­ni­fy and cause to defend Coun­ty offi­cers, elect­ed offi­cials and employ­ees from any claim filed by an indi­vid­ual, part­ner­ship or cor­po­ra­tion when the elect­ed offi­cials or employ­ees while in the per­for­mance of their offi­cial duties, except the Coun­ty shall not indem­ni­fy, but shall defend any offi­cer, elect­ed offi­cial or employ­ee from any claim made by an indi­vid­ual, part­ner­ship or cor­po­ra­tion where­in the claim alleges that the offi­cer, elect­ed offi­cial or employ­ee act­ed inten­tion­al­ly, mali­cious­ly or wan­ton­ly and fur­ther, shall not indem­ni­fy or cause to defend the offi­cials or employ­ees where the claim is direct­ly or indi­rect­ly relat­ed to the neg­li­gent care or use of a vehi­cle as defined by the Illi­nois Com­piled Statutes, and the Coun­ty shall not indem­ni­fy any offi­cer, elect­ed offi­cial or employ­ee from any claim made by an offi­cer, elect­ed offi­cial or employee.

Not with­stand­ing any oth­er pro­vi­sion of this Code, the Coun­ty shall not indem­ni­fy or cause to defend any offi­cers, elect­ed offi­cials or employ­ees if the offi­cers, elect­ed offi­cials or employ­ees have lia­bil­i­ty insur­ance insur­ing the offi­cers, elect­ed offi­cials or employ­ees from the alleged claim; how­ev­er, the Coun­ty shall indem­ni­fy the offi­cer, elect­ed offi­cial or employ­ee the per­son­al deductible lim­its of their per­son­al policy.

The Coun­ty Board shall have the pow­er to pur­chase lia­bil­i­ty insur­ance cov­er­ing and insur­ing all Coun­ty offi­cers, employ­ees and elect­ed offi­cials; said insur­ance to cov­er inci­dents occur­ring while in the per­for­mance of their duties, which insur­ance may insure, cov­er and pro­tect any lia­bil­i­ty which the Coun­ty offi­cer, employ­ee or elect­ed offi­cial may incur.  When the insur­ance has been pur­chased, the Coun­ty shall be respon­si­ble for all pre­mi­ums and deductible charges called for by any valid lia­bil­i­ty insur­ance pol­i­cy cov­er­ing the Coun­ty offi­cer, employ­ee or elect­ed official.

(A) Pre­sen­ta­tion.  All claims against the Coun­ty for goods pur­chased, dam­aged, or orig­i­nat­ing in any oth­er way, except for claims for salaries and oth­er allowances that are fixed by ordi­nance must be pre­sent­ed at least five (5) busi­ness days pri­or to the­Coun­ty­Board meet­ing.  All such claims must be in writ­ing and items shall be specified.

(B) Excep­tion.  This does not pro­hib­it the Coun­ty Board from pass­ing on any claims not pre­vi­ous­ly pre­sent­ed to the Board, if, in the opin­ion of the Board, jus­tice to the claimant requires it.

(C) Pri­or­i­ti­za­tion.  The Coun­ty Trea­sur­er and Coun­ty Clerk, upon pri­or con­sul­ta­tion with the­Coun­ty­Board, may pri­or­i­tize the pay­ment of claims against cer­tain funds.  When it is agreed by all par­ties that the pay­ment of claims should be pri­or­i­tized due to finan­cial con­straints or oth­er fac­tors, the pri­or­i­ty of pay­ment shall be as follows:

(1) Pay­roll and employ­ee benefits.

(2) Nec­es­sary utilities.

(3) Oth­er goods and services.

Claims shall be as soon as prac­ti­cal fol­low­ing their approval.

(A) Com­pet­i­tive Bid­ding Required.  Any work or oth­er pub­lic improve­ment which is not to be paid for in whole or in part by spe­cial assess­ment or spe­cial tax­a­tion, and all pur­chas­es of and con­tracts for sup­plies, mate­ri­als, and ser­vices shall, except as specif­i­cal­ly pro­vid­ed here­in, be based when­ev­er pos­si­ble on com­pet­i­tive bids.

(B) Notice Invit­ing Bids.  Notice invit­ing bids shall be pub­lished at least once in a news­pa­per with gen­er­al cir­cu­la­tion with­in the Coun­ty.  The Coun­ty shall also adver­tise all pend­ing work or pur­chas­es by post­ing a notice on the pub­lic bul­letin board in the Courthouse.

(C) Scope of Notice.  The news­pa­per notice required here­in shall include a gen­er­al descrip­tion of the work to be per­formed or the arti­cles to be pur­chased, shall state where spec­i­fi­ca­tions may be secured, and the time and place for open­ing bids.

(D) Bid Deposits.  When deemed nec­es­sary by the Coun­ty Board bid deposits shall be pre­scribed in the pub­lic notices invit­ing bids. Unsuc­cess­ful bid­ders shall be enti­tled to the return of their bid deposits upon the award of the con­tract by the Coun­ty Board. A suc­cess­ful bid­der shall for­feit any bid deposit required by the Board upon fail­ure on his part to enter into a con­tract with­in ten (10) days after the award.

(E) Bid Open­ing Procedure.

1. Sealed. Bids shall be sub­mit­ted sealed to the Coun­ty and shall be iden­ti­fied as bids on the envelope.
2. Open­ing. Bids shall be opened in pub­lic at the time and place stat­ed in the pub­lic notice.
3. Tab­u­la­tion.  A tab­u­la­tion of all bids received shall be made by the Board or by a Coun­ty employ­ee, in which event, a tab­u­la­tion of the bids shall be fur­nished to the­Coun­ty­Board at its next reg­u­lar meeting.

(F) Rejec­tion of Bids. The­Coun­ty­Board shall have the author­i­ty to reject all bids or parts of all bids when the pub­lic inter­est will be served thereby.

(G) Bid­ders in Default to Coun­ty Board.  The­Coun­ty­Board shall not accept the bid of a con­trac­tor who is in default on the pay­ment of tax­es, licens­es or oth­er monies due the County.

(H) Award of Contract.

1. Author­i­ty in Coun­ty.  The Board shall have the author­i­ty to award con­tracts with­in the purview of this section.
2. Low­est Respon­si­ble Bid­der.  Con­tracts shall be award­ed to the low­est respon­si­ble bid­der on the basis of the bid that is in the best inter­est of the Coun­ty to accept. In award­ing the con­tract, in addi­tion to price, the Board shall consider: 
   • The abil­i­ty, capac­i­ty and skill of the bid­der to per­form the con­tract to pro­vide the ser­vice required;
   • Whether the bid­der can per­form the con­tract or pro­vide the ser­vice prompt­ly, or with­in the time spec­i­fied, with­out delay or interference;
   • The char­ac­ter, integri­ty, rep­u­ta­tion, judg­ment, expe­ri­ence and effi­cien­cy of the bidder;
   • The qual­i­ty of the per­for­mance of pre­vi­ous con­tracts or services;
   • The pre­vi­ous and exist­ing com­pli­ance by the bid­der with laws and ordi­nances relat­ing to the con­tract or service;
   • The suf­fi­cien­cy of the finan­cial resources and abil­i­ty of the bid­der to per­form the con­tract or pro­vide the service;
   • The qual­i­ty, avail­abil­i­ty and adapt­abil­i­ty of the sup­plies or con­trac­tu­al ser­vices to the par­tic­u­lar use required;
   • The abil­i­ty of the bid­der to pro­vide future main­te­nance and ser­vice for the use of the sub­ject of the contract;
   • The num­ber and scope of con­di­tions attached to the bid.
3. Per­for­mance Bonds.  The­Coun­ty­Board shall have the author­i­ty to require a per­for­mance bond, before enter­ing into a con­tract, in such amounts as it shall find rea­son­ably nec­es­sary to pro­tect the best inter­ests of the County.

(I) Open Mar­ket Pro­ce­dure.  All work and pur­chas­es of sup­plies, mate­ri­als and ser­vices of less than the esti­mat­ed val­ue of Twen­ty Thou­sand Dol­lars ($20,000.00) shall be made in the open mar­ket, with­out news­pa­per adver­tise­ment and with­out observ­ing the pro­ce­dure pre­scribed by this sec­tion for the award of for­mal contracts.

(J) Pro­fes­sion­al Ser­vices Exempt From Bid­ding Require­ments.  All con­tracts for pro­fes­sion­al ser­vices, includ­ing, but not lim­it­ed to, attor­neys, engi­neers, real estate apprais­ers and archi­tects and any oth­er pro­fes­sion whose eth­i­cal code involved pro­hibits or dis­cour­ages involve­ment in nor­mal bid­ding pro­ce­dures, may be entered into by the Coun­ty with­out observ­ing the bid­ding pro­ce­dures pre­scribed by this Sec­tion for the award of for­mal contracts.

(K) Emer­gency Pur­chas­es.  In case of an appar­ent emer­gency which requires imme­di­ate work or pur­chase of sup­plies, mate­ri­als or ser­vices, the Coun­ty Board shall be empow­ered to secure by open mar­ket pro­ce­dure as here­in set forth, at the low­est obtain­able price, any work, sup­plies, mate­ri­als or ser­vices regard­less of the amount of the expenditure.

(L) Coop­er­a­tive Pur­chas­ing.  The Coun­ty shall have the author­i­ty to join with oth­er units of gov­ern­ment in coop­er­a­tive pur­chas­ing plans when the best inter­ests of the Coun­ty would be served thereby.

(M) The Coun­ty shall pur­chase equip­ment, ser­vices, mate­ri­als, and sup­plies in accor­dance with Sec­tion 5–1022 “Com­pet­i­tive Bids”, and in accor­dance with the pro­vi­sions of that Act may, by Coun­ty Board action, in cir­cum­stances deemed prop­er by the Coun­ty Board, make pur­chas­es of used equip­ment, make pur­chas­es of items in trans­ac­tions which by their very nature are not suit­able for com­pet­i­tive bid­ding, and make pur­chas­es of cer­tain items by con­tract with the state or fed­er­al government.

The var­i­ous appoint­ed offi­cials of Union Coun­ty shall receive from Union Coun­ty an annu­al salary as estab­lished from time to time by ordi­nance by the Coun­ty Board of Commissioners.

The offi­cial seal of Union Coun­ty, Illi­nois shall con­sist of con­cen­tric cir­cles enclos­ing the out­line of Union Coun­ty and shall bear the words “Coun­ty of Union, Illi­nois – 1827″ to indi­cate the year of the County’s found­ing.  The like­ness of the­Coun­ty­Seal may be used by any office or depart­ment of the­Coun­ty­Gov­ern­ment when used for offi­cial busi­ness for adver­tise­ment, pub­li­ca­tions, let­ter­heads, and oth­er purposes.

 (A) Ordi­nances.  The style of all ordi­nances shall be:  “BE IT ORDAINED by the­Coun­ty­Board of Com­mis­sion­ers of Union County….”.

(B) Res­o­lu­tions.  The style of all res­o­lu­tions shall be:  “BE IT RESOLVED by the­Coun­ty­Board of Com­mis­sion­ers of Union County….”.

(C) “Yea” and “Nay” Vote. The yeas and nays shall be tak­en upon the pas­sage of all ordi­nances and res­o­lu­tions to cre­ate any lia­bil­i­ty against the Coun­ty, or for the expen­di­ture or appro­pri­a­tion of its mon­ey, and in all oth­er cas­es, at the request of any Com­mis­sion­er; and such vote shall be entered on the jour­nal of the pro­ceed­ings, as is pro­vid­ed by statute.

(D) Dis­tri­b­u­tion.  All ordi­nances and res­o­lu­tions amend­ing this “Revised Code of Ordi­nances” shall be dis­trib­uted to the Com­mis­sion­ers at least forty‑eight (48) hours pri­or to the meet­ing at which they are to be considered.

(E) Read­ing ‑ Approval.  All ordi­nances and/or res­o­lu­tions shall be read one (1) time at the Board meet­ing.  They shall be con­sid­ered, unless oth­er­wise pro­vid­ed for, approved by a major­i­ty vote of the Coun­ty Commissioners.

(F) Record of Ordinances/Resolutions.  The Coun­ty Clerk shall keep a record of all ordi­nances and res­o­lu­tions passed in appro­pri­ate books for such purpose.

(G) Pub­li­ca­tion.  All ordi­nances impos­ing any penal­ty for a vio­la­tion there­of or mak­ing any appro­pri­a­tion shall be pub­lished in pam­phlet form and dis­played for a rea­son­able peri­od in the Coun­ty Clerk’s office in the Court House.

The Coun­ty Clerk shall keep and main­tain on file all res­o­lu­tions, ordi­nances, poli­cies and oth­er records adopt­ed by the Board in his office or the Board office.

All per­sons appoint­ed by the Chair­man of the Union Coun­ty Board or hired as depart­ment head by any oth­er Board shall be res­i­dents of the Coun­ty.  All per­sons appoint­ed by the Chair­man or hired as a depart­ment head by some oth­er Board who are not res­i­dents of the Coun­ty shall be approved by the Coun­ty Board.  Upon appoint­ment, such indi­vid­u­als shall become res­i­dents of Union Coun­ty with­in nine­ty (90) days.

A major­i­ty of the Coun­ty Board mem­bers shall con­sti­tute a quo­rum for the trans­ac­tion of busi­ness at any reg­u­lar or any duly called spe­cial meet­ing, and all ques­tions which shall arise at meet­ings shall be deter­mined by the vote of the major­i­ty of the Coun­ty Board mem­bers present, except as oth­er­wise provided.

Spe­cial meet­ings of the Board shall be held only when request­ed by at least one-third (1/3) of the mem­bers of the Board or by the Chair­man of the Coun­ty Board, which request shall be in writ­ing, and spec­i­fy­ing the time and place of such meet­ing, upon recep­tion of which the Clerk shall imme­di­ate­ly trans­mit notice, in writ­ing, of such meet­ing, to each of the mem­bers of the Board.  The Clerk shall also cause notice of such meet­ing to be pub­lished in some news­pa­per print­ed in the Coun­ty and pre­sent­ed to the Clerk of the Board at least four (4) days pri­or to the date of said meet­ing.  (See 55 ILCS 5/2–1001 and 55 ILCS 5/2–1002).

Six (6) meet­ings of the Coun­ty Board shall be held each quar­ter, or twen­­­ty-four (24) meet­ings annu­al­ly.  Reg­u­lar meet­ings shall be held the first (1st) and third (3rd) Tues­days of each month at 9:00 A.M. in the Coun­ty Board Room in theCountyGovernmentBuilding,Jonesboro, unless oth­er­wise ordered.

If a vacan­cy occurs on the Coun­ty Board, the Chair­man of the Coun­ty Board, with the advice and con­sent of the Coun­ty Board, shall, with­in six­ty (60) days of the date the vacan­cy occurs, appoint some per­son, pos­sess­ing the qual­i­fi­ca­tions of a Board Mem­ber, to serve until the next elec­tion of Coun­ty Board mem­bers in the Coun­ty at which time an elec­tion shall be held to fill the vacan­cy for the unex­pired term.  (See 55 ILCS 5/2–3009)

Com­mis­sion­ers shall be com­posed of five (5) Board Mem­bers pur­suant to the law and here­inafter shall be referred to as the “Coun­ty Board.”  In the event of any vacan­cy caused by death, res­ig­na­tion, removal or for any oth­er cause, such vacan­cy shall be filled accord­ing to the Statute in such case made and provided.

(A)  2012 Elec­tion.

1. At the 2012 Gen­er­al Elec­tion, coun­ty com­mis­sion­ers shall be elect­ed in the fol­low­ing manner: 
   • A coun­ty com­mis­sion­er shall be elect­ed to a six (6) yearterm to fill the seat of the coun­ty com­mis­sion­er elect­ed to a four (4) year term at the 2008 Gen­er­al Elec­tion to fill an unex­pired six (6) year term;
   •  A coun­ty com­mis­sion­er shall be elect­ed to a six (6) yearterm to fill a new seat;
   • A coun­ty com­mis­sion­er shall be elect­ed to a four (4) yearterm to fill a new seat.
2. After the 2012 Gen­er­al Elec­tion, coun­ty com­mis­sion­ers shall be elect­ed to six (6) year terms at each gen­er­al elec­tion to fill expired terms.

(B) Peti­tions for Spe­cif­ic Term Required.

Where coun­ty com­mis­sion­ers are to be elect­ed to fill two (2) or more seats on the board of com­mis­sion­ers at the same gen­er­al elec­tion, can­di­dates for such posi­tion shall each file nom­i­na­tion papers for and be nom­i­nat­ed for and elect­ed to a spe­cif­ic office.  For the pur­pose of des­ig­nat­ing spe­cif­ic offices, the five (5) seats on the board of com­mis­sion­ers shall be des­ig­nat­ed as follows:

1. The seat of the com­mis­sion­er elect­ed to a four (4) year term at the 2008 Gen­er­al Elec­tion to fill an unex­pired term six (6) year term shall be des­ig­nat­ed as Seat A;
2. The seat of the com­mis­sion­er elect­ed to a six (6) year term at the 2008 Gen­er­al Elec­tion shall be des­ig­nat­ed as Seat B;
3. The seat of the com­mis­sion­er elect­ed to a six (6) year term at the 2010 Gen­er­al Elec­tion shall be des­ig­nat­ed as Seat C;
4. The seat of the com­mis­sion­er elect­ed to a six (6) year term at the 2012 Gen­er­al Elec­tion shall be des­ig­nat­ed as Seat D;
5. The seat of the com­mis­sion­er elect­ed to a four (4) year term at the 2012 Gen­er­al Elec­tion shall be des­ig­nat­ed as Seat E.

(R2010-31; 12–20–10)  (See 55 ILCS 5/2–4006(C‑5))