May 13th, 2003

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Montgomery County Board Minutes For TUESDAY, May 13th, 2003 – 8:30 A.M. The following are minutes of a regular meeting of the Montgomery County Board held at 8:30 AM on Tuesday, May 13th, 2003 in the County Board Chambers of the Historic Courthouse, Hillsboro, Illinois. The meeting was called to order by County Board Chairman Mike Havera. Roll call was taken, 21 members present, 0 absent. Members Present: Nelson Aumann, George Blankenship, Terry Bone, Bonnie Branum, Ronald Deabenderfer, John Downs, Robert Durbin, Charles Hampton, Mike Havera, Edward Helgen, Keith Horn, David Jackson, Dennis Jagodzinski, Frank Komor, Roger Myers, Dale Ogden, Glenn Painter, Don Petty, Mike Plunkett, William Sielschott, David Webb. Members Absent: none Pledge of Allegiance to the flag was given. Mileage and Per Diem Approval: Motion by Aumann, second by Ogden to approve the mileage and per diem. All in favor, motion carried. Approval of Minutes of Previous County Board Meeting: Motion by Jackson, second by Hampton to approve the Minutes of the Previously Adjourned County Board Meeting held on Tuesday, April 8th, 2003. All in favor, motion carried. CONSENT AGENDA: 1. Circuit Clerk’s Report – Mary Webb was present for questions. 2. County Treasurer’s Report – submitted. 3. County Clerk and Recorder’s Report – Sandy Leitheiser was present for questions. 4. Sheriff’s Report – Jim Vazzi was present for questions. 5. Health Department Report – Mark Dugger was present for questions. 6. T.B. Department Report – Kathy Tapley was present for questions. 7. Public Defender’s Report – submitted. 8. Probation Office Report – Banee Ulrici was present for questions and reported that the Probation Office is now represented on the County Website and the site looks good. The department is also in the process of working on an Employability Skills Program with Lincoln Land Community College and the local Cooperative Extension Service office. 9. 911 Report – submitted. APPROVAL OF 9 ITEMS ON THE CONSENT AGENDA: Motion by Plunkett, second by Bone to approve the 9 office reports on the Consent Agenda. All in favor, motion carried. COMMITTEE REPORTS: ROAD AND BRIDGE COMMITTEE REPORT: Given by Chairman Bonnie Branum as follows: 1. Pickup Truck Bid: Chairman Branum reported that one bid from Wright Automotive was submitted on the one-ton pickup truck for $17,411.06. This truck will replace the Highway Department’s old sign truck. Motion by Branum, second by Komor to purchase the one-ton pickup truck from Wright Automotive for $17,411.06. All in favor, motion carried. 2. 1990 Ford Pickup Truck: Branum stated that the 1990 Ford pickup, the Tandem Truck, and Copier were put out for bids at the Highway Department. There were three bids for the 1990 Ford pickup, and Henry Harms had the highest bid of $951.00 for the 1990 Ford pickup. The bids for the Tandem Truck and Copier were rejected. Motion by Branum, second by Hampton to accept the bid of $951.00 from Henry Harms for the 1990 Ford pickup truck. All in favor, motion carried. 3. Resolution #22-03: A Resolution to appropriate an amount of $7,300.00 for 991 B-CA, C.H. #8 (Fillmore Trail) (Sec. 21), Montgomery County, 100% County Project; Montgomery County’s Share = 1.0 ($7,300.00). Motion by Branum, second by Durbin. All in favor, motion carried. (See Resolution Book 4, page 84-85). 4. Proposed Pickerill Subdivision: County Highway Engineer Amy McNeal stated that Carl Nail would like to subdivide a parcel into five lots in the North East corner of Glenn Shoals Lake. McNeal explained that there is already an egress and ingress that would give the five lots appropriate access, and that the plans for the subdivision meet the Subdivision Ordinance Guidelines. Motion by Branum, second by Komor to approve the Proposed Pickerill Subdivision. All in favor, motion carried. 5. Road & Bridge Report: Branum reported that the Highway Department crews have been out in full force repairing, checking signs, hauling chips, replacing culverts, cutting brush, patching and cleaning ditches. 6. Seasonal Maintainer Position: Branum stated that at a Special Road and Bridge Meeting held April 25th, the Committee hired two Seasonal Maintainers. One of the newly hired maintainers declined the position, so the Road and Bridge Committee has decided that a second Seasonal Maintainer will not be needed and will not hire a replacement for that position. FINANCE COMMITTEE REPORT: Given by Chairman Bill Sielschott as follows: 1. Credit Card Use Policy: Chairman Sielschott reported that there were no testimonies and no oppositions during the Public Hearing held on Monday, May 12th, 2003 in regard to credit card use for paying taxes, fees and fines to Montgomery County. Motion by Sielschott, second by Aumann to enter into an agreement with Governmental Payment Services as a means to use credit cards as another avenue of payment for taxes, fees and fines to Montgomery County. All in favor, motion carried. 2. Resolution #03-05: Sielschott presented Resolution #03-05 from the Chief Judge’s Office that would be a name change and provide funding of the Fourth Judicial Circuit Juvenile Justice Council. Clerk Leitheiser read the Resolution to form the Fourth Judicial Circuit Juvenile Justice Council. Motion by Sielschott, second by Downs to approve Resolution #03-05 to form the Fourth Judicial Circuit Juvenile Justice Council. All in favor, motion carried. (See Resolution Book 4, page 86-96). 3. Intergovernmental Agreement of the Fourth Judicial Circuit Juvenile Justice Council: Clerk Leitheiser read the Intergovernmental Agreement of the Fourth Judicial Circuit Juvenile Justice Council. Motion by Sielschott, second by Horn to accept Intergovernmental Agreement of the Fourth Judicial Circuit Juvenile Justice Council as described. All in favor, motion carried. (See Resolution Book 4, pages 87-96). 4. Highway Department Computers: Sielschott reported that Bill Purcell will be proceeding with the purchase of the Highway Department Computers that were approved by the Finance Committee for Fiscal Year 2003. 5. Property Tax: Sielschott stated that Julie Kiefer reported to the Committee that the roll over to the County Clerk’s Office should take place during the 1st week of June, 2003. 6. GIS Update: Sielschott reported that the Bruce Harris and Associates company has been collecting plat information from the County Clerk/Recorder’s Office. Sielschott also stated that the flyover went well, but to date no data files have been received. 7. Consociate Consulting Agreement: Sielschott stated that he had received a consulting agreement by the County’s health insurance administrator, Consociate Care Group. The agreement is to try to collect $42,514 in reinsurance bills that are outstanding from two years ago. Consociate is asking for 15% of what is collected. The Committee felt that this would be better than paying legal fees to try to collect on the reinsurance bills. Motion by Sielschott, second by Aumann to approve the Consociate Consulting Agreement to collect overdue bills. All in favor, motion carried. 8. Resolution #03-06: To convey deed on Parcel I.D. #04-001-598-00 in Coffeen. Motion by Sielschott, second by Downs. All in favor, motion carried. (See Resolution Book 4, pages 97-100). 9. Resolution #03-07: To convey deed on Parcel I.D. #08-103-715-00 in Taylor Springs. Motion by Sielschott, second by Jagodzinski. All in favor, motion carried. (See Resolution Book 4, pages 101-102). 10. Resolution #03-08: To convey deed on Parcel I.D. #08-201-563-00 in Hillsboro. Motion by Sielschott, second by Downs. All in favor, motion carried. (See Resolution Book 4, pages 103-104). 11. Resolution #03-09: To convey deed on Parcel I.D. #09-000-947-00 in Irving. Motion by Sielschott, second by Blankenship. All in favor, motion carried. (See Resolution Book 4, pages 105-106). 12. Resolution #03-10: To convey deed on Parcel I.D. #16-001-986-00 in Litchfield. Motion by Sielschott, second by Jackson. All in favor, motion carried. (See Resolution Book 4, pages 107-108). 13. Resolution #03-11: To convey deed on Parcel I.D. #17-000-464-00 in Walshville. Motion by Sielschott, second by Helgen. All in favor, motion carried. (See Resolution Book 4, pages 108-111). 14. 2003 Budget – Finance Concerns: Sielschott stated that the Committee reviewed a Summary of concerns from the Fiscal Year 2002 Audit and recommendations for the Fiscal Year 2003 Budget during a special meeting on April 30th, 2003. Sielschott read four of the recommendations from the Finance Committee for the upcoming budget year. 1. Freeze all capital outlay and new equipment items except those necessary for emergency replacement or approved by supervising committee. 2. Add no new personnel and replace retiring or vacant positions with personnel at the beginning salary level if possible. Transfers within offices and position changes between offices should result in as much salary savings as possible. 3. Look to other funds where possible instead of items charged to the General Fund (100). 4. Reduce Health Insurance costs by looking at Long Term Disability and Short Term Disability, working spouse rule, and changes in premiums. Motion by Sielschott, second by Horn to accept the four General Fund recommendations from the Finance Committee for Fiscal Year 2003. Chairman Havera stated that in recommendation number 2 the part that reads “if possible” in the first sentence should be excluded. Any new employee entering into a position should start at the beginning salary level. Motion by Sielschott, second by Downs to withdraw the previous motion to accept the four General Fund recommendations. Sielschott read aloud recommendation number 2 with the words “if possible” excluded to now state: “#2: Add no new Personnel and replace retiring or vacant positions with personnel at the beginning salary level.” All in favor, motion carried. Motion by Sielschott, second by Horn to accept the four General Fund recommendations as follows: 1. Freeze all capital outlay and new equipment items except those necessary for emergency replacement or approved by supervising committee. 2. Add no new Personnel and replace retiring or vacant positions with personnel at the beginning salary level. Transfers within offices and position changes between offices should result in as much salary savings as possible. 3. Look to other funds where possible instead of items charged to the General Fund (100). 4. Reduce Health Insurance costs by looking at Long Term Disability and Short Term Disability, working spouse rule, and changes in premiums. All in favor, motion carried. Helgen asked if funds can be transferred without Full Board approval. Sielschott confirmed that they can not, and stated the purpose of this requirement is to save General Fund expenditures when other funds are appropriate to be used. 15. CEFS Economic Opportunity Cooperation: The Central Illinois Public Transit requested a $2,000 contribution, which is to be taken out of the Senior Citizen Fund. Motion by Sielschott, second by Aumann to approve the $2,000 contribution to the Central Illinois Public Transit and that these funds will be taken out of the Senior Citizen Fund. All in favor, motion carried. Sielschott stated that this contribution is a good example of using another fund to save General Fund dollars in tough economic times. HWE COMMITTEE REPORT: Given by Chairman Bob Durbin as follows: 1. Polling Place Rent: Chairman Durbin reported that there had been a request made from Irving Township Supervisor Don White to pay the Irving Polling Place rent directly to the polling place each election rather than the traditional practice of paying the Township for the Supervisor to distribute to the polling place. The Committee recommends changing the policy to pay all 42 county polling places directly, instead of to each of the 19 Township Supervisors. Motion by Durbin, second by Helgen to pay rent to the polling places directly, instead of paying the Townships for their Supervisors to distribute the funds. All in favor, motion carried. 2. Election Voting System Change: Durbin stated that there are Federal mandates coming down regarding replacing the existing punch card voting machines by November 2006. There is a Senate bill pending to replace old voting machines. 3. Polling Place Handicap Accessibility: Durbin reported that there are grants available to obtain better ADA accessibility for polling places. Durbin and Leitheiser will be evaluating each of the 42 Precincts for State Board of Election ADA Requirements. 4. Recycling Baler: Durbin reported that approximately four or five weeks ago, the door to the Recycling Center Baler had blown off the hinges, which is a tremendous safety hazard and requires large repair expenses. In the last fifteen months, the baler has needed approximately $7,000 worth of maintenance and repair costs, and with more recycling pickups along with the safety issues, a new baler would be the best alternative. Chairman Havera called members’ attention to three letters of information that were presented to the board on the cost of upkeep and repairs on the old baler compared to the cost of a new baler, conveyor and pit. Durbin stated that after careful consideration, it was determined that a new recycling baler would be better for operations, safety and cost. The new baler, conveyor and pit would not exceed $45,000.00 and the money would come out of the Host Fees Account. Motion by Durbin, second by Bone to approve the purchase of a baler, conveyor and pit for the Montgomery County Recycling Center, not to exceed $45,000.00 and for the money to be taken out of the Host Fees Account. All in favor, motion carried. Jagodzinski questioned when the baler was purchased, and Durbin answered that it was purchased in 1999, but had increasing maintenance and safety problems since then. He stated that bids will be taken for the new baler, and the final price will include the trade-in of the old baler. 5. Animal Control Update: Durbin reported that State’s Attorney Jim Roberts is currently working on a County Animal Control Ordinance, which will be presented to the board for review when it is complete. 6. Cemetery Cleanup: Durbin stated that as weather permits, community service workers will be mowing the twelve abandoned cemeteries throughout the county. 7. CMS Resolution #03-12: Durbin stated that in order to purchase goods from the state, the Illinois State Surplus requires a County Resolution. Clerk Leitheiser read the CMS Resolution. Motion by Durbin, second by Petty to accept the CMS Resolution in order to purchase Surplus items from the State. All in favor, motion carried. (See Resolution Book 4, page 112). PERSONNEL COMMITTEE REPORT: Given by Chairman John Downs as follows: 1. Employee Health Insurance: Chairman Downs reported on the Employee Health Insurance meeting that was held on Monday, April 28th. The Committee will invite Consociate Care Group representatives to come to the next Personnel Committee Meeting to discuss final projections for premium costs, and stated that any changes will not go into effect until July 1, 2003. Chairman Durbin stated that he would like to see a full report of all costs included in the County Health Insurance, and Downs promised to produce this full report for the board’s information. 2. Union Contracts Update: Downs reported that there will be a Special Personnel Meeting on Wednesday, May 14th, 2003 at 10:30 AM in the PBC Meeting room at the New Courthouse. The Union Arbitrator will not be able to attend the meeting, so the Personnel Committee will meet with the attorneys involved. 3. Special Meeting: Downs stated that there will be a special Personnel Meeting on Friday, May 16th, 2003 at 9:00 AM in the County Board room of the Historic Courthouse to discuss Employee Health Insurance. BUILDINGS AND GROUNDS COMMITTEE REPORT: Given by Chairman Glenn Painter as follows: 1. Parking Lot: Chairman Painter reported that as of this morning, Tuesday, May 13th, 2003, the house at 133 N. Main in Hillsboro that the county had purchased for parking lot use has been demolished. Four bids had been received for the project, with Lynch Construction receiving the bid for the demolition in the amount of $7,500. Painter reported that it took a total of 40 minutes to level the property. 2. Phone System: Painter stated that the Phone System at the Jail and Historic Courthouse had been experiencing problems for a couple of weeks. After a few days of troubleshooting the problem, it was determined that one of the PCB cards needed to be replaced. The Phone System has been working fine since the computer card was changed. ESDA/AMBULANCE COMMITTEE REPORT: Given by Chairman Dennis Jagodzinski as follows: 1. Litchfield Ambulance Service Contract Approval: Chairman Jagodzinski reported that the Litchfield Ambulance Service Contract was late for approval due to some misunderstandings about the Litchfield Ambulance area contract. Jagodzinski stated that the Litchfield Ambulance Service Board is in charge of regulations for service, and the Litchfield representatives were uncertain about their authority and responsibilities. Jagodzinski asked Clerk Leitheiser to check into the county records that established who is in authority for the Litchfield Area Ambulance Service. These records determined that the City of Litchfield Council and Mayor are the authorities for the Litchfield Area Ambulance Service and the County is responsible for collections and billing for the Area Ambulance Service Districts. Motion by Jagodzinski, second by Komor to approve the Present year FY 2003 Litchfield Area Ambulance Service Agreement for $95,000.00. All in favor, motion carried. (See Resolution Book 4, pages 113-116). 2. Ambulance Call Report: The summary of monthly operations for April is as follows: Total calls: 309; Total amount billed: $61,792.50; Total amount collected: $33,013.44. 3. Director Holmes’ Report: Chairman Jagodzinski reported that Director Holmes received a $15,000.00 grant for the Haz-Mat equipment. There are currently thirty people signed up for the Haz-Mat Team, and only six will be suited and considered full time, due to the cost of material and supplies. IEMA will reimburse the County for the $15,000 Department of Justice Grant funds in six to eight weeks. Jagodzinski stated that there is a countywide Mass Casualty Incident planned for September, 2003, which will involve the four County High Schools. Jagodzinski stated that a letter will be sent out to all Office Holders in the Historic Courthouse and New Courthouse gathering information from them regarding the implementation of ID badges for staff. ECONOMIC DEVELOPMENT COMMITTEE REPORT: Given by Chairman Mike Plunkett as follows: 1. Competitive Communities Initiative: Chairman Plunkett reported that Coordinator Daniels gave an overview of how the Competitive Communities Initiative helps counties and communities expand and strengthen their economic foundation at the Mayor’s Meeting on Thursday, May 8th, 2003 to see how many municipalities in the County would be interested in the program. Hillsboro, Litchfield and several of the smaller city/villages are interested in looking into the program, which pays for a Department of Commerce and Economic Opportunity representative to come and educate local residents about that county’s or community’s Economic Development potential. This service is provided at no cost to the county or municipality, but will require a Resolution to be passed, which Plunkett will present at the next full board meeting. 2. Bike Trail Signs: Plunkett stated that the signs and posts for the Bike Trail are in and will be installed along roadways by the Highway Department to direct passersby to the Bike Trail. 3. Economic Incentive Programs for Businesses: Plunkett stated that information has been gathered regarding incentive programs that are offered to businesses in municipalities around the County. Some of the incentives that municipalities currently have include revolving funds, T.I.F. Districts, and Enterprise Zones; as well as loan incentive packages offered by local banks in cooperation with the Department of Commerce and Economic Opportunity. The information will be kept in the Coordinated Services Office to be available for anyone inquiring about incentive programs offered in the County, and will also be placed on the County Website to attract potential businesses to the County. 4. Broadband: Plunkett stated that Broadband Wireless Internet has Rural Development Grants available to communities with a population under 20,000. Although Montgomery County has a population of around 30,000, communities within the county may still apply for such grants, which Plunkett endorsed as excellent resources to bring Broadband technology to the local area. 5. Meeting Date and Time Change: Plunkett stated that the Wednesday, June 4th, 2003 Economic Development Committee meeting has been changed to Friday, May 30th, 2003, and that the Wednesday, July 2nd, 2003 Economic Development Committee meeting has been changed to Friday, June 27th, 2003. Both meetings times and locations remain unchanged at 5:00 PM in the County Board room of the Historic Courthouse in Hillsboro. APPROVAL OF 7 COMMITTEE REPORTS: Motion by Blankenship, second by Petty to approve the 7 committee reports. All in favor, motion carried. CHAIRMAN’S REPORT: Given by Chairman Mike Havera as follows: Chairman Havera stated that House Bill 269 (Court Clerk’s Fee Bill) passed the Senate on Friday, May 9th, 2003 with a vote of 45-11. The bill will now advance to the Governor for his signature. They are anticipating an effective date of July 1st, 2003, and as of that date the County Board will then be able to set Circuit Clerk Court Fees as they determine necessary. ANNOUNCEMENTS: Havera stated that there will be a Special Personnel Meeting on Wednesday, May 14th, 2003 at 10:30 AM in the PBC Meeting room. APPOINTMENTS: Motion by Durbin, second by Jagodzinski to approve the re-appointment of James L. Billingsley as President of the Fillmore Community Fire Protection District for a three-year term. All in favor, motion carried. Motion by Sielschott, second by Helgen to approve the appointment of Ron Buehrer from Litchfield to serve on the Board of Review for the 2003 and 2004 sessions. All in favor, motion carried. MISCELLANEOUS: State’s Attorney Roberts announced the recent retirement of Court Victim Advocate Alma Snider, and the hiring of Lena Beck for that position in his office. He encouraged members to thank Alma Snider for her dedicated service to Montgomery County. PAY BILLS: Motion by Horn, second by Sielschott to pay all approved bills. All in favor, motion carried. For an itemized list of bills paid, refer to Accounts Payable Book for FY 2003. ADJOURN: Until the Regular Monthly Meeting on Tuesday, June 10th, 2003 at 8:30 AM. Motion by Painter, second by Myers to adjourn the Full Board Meeting. All in favor, motion carried. Meeting adjourned at 9:35 AM.