June 10th, 2003

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Montgomery County Board Minutes For TUESDAY, June 10th, 2003 – 8:30 AM The following are minutes of a regular meeting of the Montgomery County Board held at 8:30 AM on Tuesday, June 10th, 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, 19 members present, 2 absent. Members Present: Nelson Aumann, George Blankenship, Terry Bone, Bonnie Branum, John Downs, Robert Durbin, Charles Hampton, Mike Havera, Edward Helgen, David Jackson, Dennis Jagodzinski, Frank Komor, Roger Myers, Dale Ogden, Glenn Painter, Don Petty, Mike Plunkett, William Sielschott, David Webb. Members Absent: Ronald Deabenderfer and Keith Horn. Pledge of Allegiance to the flag was given. Mileage and Per Diem Approval: Motion by Ogden, second by Myers 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, May 13th, 2003. All in favor, motion carried. CONSENT AGENDA: 1. Circuit Clerk’s Report – Mary Webb was present for questions. 2. County Treasurer’s Report – Ron Jenkins was present for questions. 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 – submitted. 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 stated that Cheryl Adams, former Salvation Army Director will be working in the Probation Office for the summer months as an intern. 9. 911 Report – submitted. APPROVAL OF 9 ITEMS ON THE CONSENT AGENDA: Motion by Aumann, second by Durbin to approve the 9 office reports on the Consent Agenda. All in favor, motion carried. Approval of 2003 Prevailing Wage Ordinance #03-13 & Rates: Clerk Leitheiser read the 2003 Prevailing Wage Ordinance #03-13. Motion by Downs, second by Painter to approve the 2003 Prevailing Wage Ordinance #03-13 and Rates. All in favor, motion carried. (See Resolution Book 4, pages 118-125). COMMITTEE REPORTS: ROAD AND BRIDGE COMMITTEE REPORT: Given by Chairman Bonnie Branum as follows: 1. Tandem Truck #128 and Copier: Chairman Branum reported that the Committee has decided to put Tandem Truck #128 out for bid with a minimum required bid of $6,000. If the Tandem truck does not sell, the truck will go to auction to be sold. Branum also stated that the old copier from the Highway Department will go to Agri-Tech for auction. 2. Meeting Date Change: Branum stated that the regular Road and Bridge meeting that was scheduled for July 2nd, 2003 was moved to Friday, June 27th, 2003 at 8:30 AM in the County Board room of the Historic Courthouse. 3. Road & Bridge Report: Branum reported that the Highway Department crews have been out in full force cleaning ditches, mowing, cutting, etc… FINANCE COMMITTEE REPORT: Given by Chairman Bill Sielschott as follows: 1. Computer Security: Chairman Sielschott stated that Bill Purcell will be updating the computer security system with new software. The update will cost approximately $3,000, but was already in the County Budget for this fiscal year. Sielschott stated that there would be a policy change after the update is complete to assure better security for county computerized information. Motion by Sielschott, second by Aumann to update the County’s Computer Security System with new software. All in favor, motion carried. 2. Outdated Equipment: Sielschott reported that the outdated equipment the County has in storage will be donated to the Montgomery County Housing Authority Adult Learning Center. 3. Real Estate Tax: Sielschott reported that the Supervisor of Assessment’s Office gave an update about the County Tax Cycle progress by their office. Sielschott stated that the taxes will be late, but that everything is moving along as fast as possible. 4. Circuit Clerk Court Fees: Sielschott stated that Circuit Clerk Mary Webb was at the Committee meeting and gave an update on the proposed legislation that would allow the County to set Fines and Fees in the Circuit Clerk’s Office. A list of guidelines regarding potential county charges for these fees compiled by Judge Schwarm was distributed to committee members. Currently Senate Bill 269 is on the Governor’s desk, awaiting his signature. When the Law is final, the Circuit Clerk will return to the Committee and give an update on raising the fines and fees. 5. Additions to the Prepaid Vendor’s List and Name Change: Sielschott stated that there were four changes and a name change to the Prepaid Vendors List . Retiree Dorothy Hunt’s name and signature was removed as Assistant County Treasurer and Aimee Shelton’s name and signature was added. The four changes to the list were: Stewart’s Sanitation was moved from the OTHER Category to the UTILITIES list, and Patton and Company, C.P.A.; I.O.S. Capital; and County Board Committee Chairman Annual Reimbursement Expense were added to the OTHER category. Motion by Sielschott, second by Myers to approve the name change of the Assistant Treasurer, from Dorothy Hunt to Aimee Shelton and to accept the four changes/additions to the Prepaid Vendor’s List. All in favor, motion carried. (See Resolution Book 4, page 126). 6. Approval of the County Clerk/Recorder and Sheriff’s Cost Study Proposal: Sielschott stated that four proposals were sought for bids on a Cost Study needed to raise fees in the County Clerk’s Office and the Sheriff’s Department. The only company to return the proposal request, Maximus, Inc. of Northbrook, Illinois will do the Cost Study for an amount of $15,000 ($7,500 for each office). Sielschott explained that a Cost Study should be done to increase user fees for the purpose of raising county revenue and the cost of the study will be paid from the General Fund. Sielschott stated that a Cost Study was done in Douglas County and that the money spent on the Cost Study was recouped in as little as six months after the new fees were implemented and the study will take only seven weeks to complete. Motion by Sielschott, second by Jackson to accept the proposal from Maximus in the amount of $15,000 to do a Cost Study, for the purpose of increasing fees in the County Clerk’s Office and the Sheriff’s Department to raise revenue. All in favor, motion carried. (See Resolution Book 4, pages 127-130). 7. Budget Hearings: Sielschott stated that all Office Holders and Supervisors received their Budget Hearing Date Request from the County Treasurer, and Office Budget Requests are due from that office by 6/25/2003. 8. HWE COMMITTEE REPORT: Given by Chairman Bob Durbin as follows: 1. Polling Place Handicap Accessibility Update: Chairman Durbin reported that he and Clerk Leitheiser went to all 42 polling places in Montgomery County to inspect them for handicap accessibility and ADA codes. Funds to bring these Polling locations within Handicap Accessibility guidelines would not come from the County because Clerk Leitheiser is seeking funds from a State Grant to help with the financial costs of updating the Polling places to ADA standards. All inspections of the Polling locations including photos are available at the County Clerk’s Office. 2. Envotech Landfill-Host Fee Update: Durbin stated that Envotech Landfill representative Bryan Deming was at the Committee meeting and reported that a landfill in Springfield will be reopening soon and the waste that was shipped from Springfield to the Litchfield Landfill will then be going to the landfill in Springfield. This will reduce the Host Fee account by approximately $9,500 to $9,600 a month. Durbin stated that Envotech is currently finding ways to make up for the lost revenue. 3. ICRMT Insurance: Durbin reported that Greg Peterson with ICRMT was at the Committee meeting and stated that currently the County is in good shape and will stay with the current plan at this time. 4. Animal Control Update: Durbin stated that State’s Attorney Roberts has drafted an Animal Control Ordinance and the Committee will review the ordinance for any additions or changes. 5. Recycling Update: Durbin reported that he and Recycling Supervisor Tim Ondrey went to Washington, Missouri to look at Recycling Balers. Durbin stated that they have a good recycling operation there and that the balers they have are good quality. 6. Household Hazardous Waste Collection: Durbin reminded everyone of the upcoming Household Hazardous Waste Collection that will be held on Saturday, June 21st, 2003 at the Hillsboro High School Parking lot. Montgomery County and the Illinois Environmental Protection Agency will host the event, which will be held from 8:00 AM to 3:00 PM that day. 7. Inventory: Durbin stated that each office should update their inventory list that is kept on file for insurance purposes and make sure that the Coordinator’s office has a current listing. 8. PERSONNEL COMMITTEE REPORT: Given by Chairman John Downs as follows: 1. Employee Health Insurance: Chairman Downs stated that representatives of Consociate Care Group were at the Committee meeting to discuss changes in the County Health Insurance plan. As of July 1st, 2003, the Short and Long Term Disability plan will be dropped from the County Health Insurance and will be considered voluntary. Also, as of August 1st, 2003, the Health Insurance plan will implement a Working Spouse rule. Consociates will be sending out a memo with meeting dates and times to explain the changes to County employees. 2. Health Department Insurance: Downs stated that Health Department Director Mark Dugger gave the Committee a proposal for Health Insurance that he would be presenting to the Board of Health on June 2nd, 2003. 3. Highway Department Union Contracts: Downs stated that the Committee is awaiting response to a letter that was sent to the Highway Department regarding the Union Insurance. 4. Jailers/Dispatchers Contract: Downs reported that the Jailers/Dispatchers may possibly be going to arbitration on several parts of their contract. Nothing has been set up with an arbitrator at this time. 5. Special Meeting: Downs reported that there will be a Special Personnel Committee meeting on Wednesday, June 11th, 2003 at 4:00 PM in the County Board room to discuss the employee health insurance and the Health Department insurance. BUILDINGS AND GROUNDS COMMITTEE REPORT: Given by Chairman Glenn Painter as follows: 1. Construction of Parking Lot: Chairman Glenn Painter stated that specifications for the Parking Lot project at 133 North Main in Hillsboro will be compiled and that the Committee will be looking into costs of a concrete parking lot versus an asphalt parking area. The Committee will also advertise the bids on the construction of the parking lot as soon as costs are complete. ESDA/AMBULANCE COMMITTEE REPORT: Given by Chairman Dennis Jagodzinski as follows: 1. Ambulance Call Report: The summary of monthly operations for April is as follows: Total calls: 318; Total amount billed: $65,140.25; Total amount collected: $52,703.19. 2. Director Holmes Report: Chairman Jagodzinski reported that there has been good response to the overdue notices that have been sent to collect ambulance fees. Currently the ESDA/Ambulance Office has hired a part-time person to fill in for Maurica Sparks who is on medical leave. State’s Attorney Roberts is working on a “Spiller Pays” Ordinance that will allow ESDA to charge a fee for labor and equipment use in the case of a spill that would require help from Montgomery County ESDA. The Committee approved Director Holmes’ salary increase discussed when she was hired as ESDA Director in December 2002. Jagodzinski stated that the Committee is checking into the use of a Doppler Radar System with the cost to be split between ESDA and 911. The Committee has tabled this discussion until Jagodzinski can speak with 911 during the next monthly meeting in June. In a survey to each office at the Courthouse Complex regarding the wearing of Photo Identification Badges, it was determined that the information which was accumulated would be discussed with the Personnel Committee at their next meeting June 26th, 2003. Board member Ed Helgen thanked the Board on behalf of former Board Member Steve Gartner due to the quick response of the Ambulance Service to assist him in his recent accident. Helgen stated that Gartner was trapped under his tractor and from the time 911 was called until Gartner was evacuated by helicopter to a Springfield Hospital the response time was only 56 minutes. ECONOMIC DEVELOPMENT COMMITTEE REPORT: Given by Chairman Mike Plunkett as follows: 1. Competitive Communities Initiative Resolution: Chairman Mike Plunkett stated that many of the communities in Montgomery County are in support of the Competitive Communities Initiative program that is offered by the State of Illinois Department of Community and Economic Opportunity. The process of assessing each municipality would take approximately three to four years. The assessment is compiled on the basis of what a municipality has and does not have, i.e., businesses, raw sewage capacity, buildings, technology, etc… Plunkett stated that the estimated administrative costs would be approximately $100.00 a year. Chairman Plunkett read the Competitive Communities Initiative Resolution. Motion by Plunkett, second by Durbin to approve the Competitive Communities Initiative Resolution and to write a letter of support for the CCI program. All in favor, motion carried. (See Resolution Book 4, page 131). 2. Addition to County Website: Plunkett reported that municipality information will be added to the County website ranging from contact information for all county Mayors and Presidents, City Hall numbers, and ordinance and economic development provisions. 3. Meeting Date & Time Change: Plunkett stated that the Economic Development Committee meeting scheduled for Wednesday, July 2nd, 2003 at 6:00 PM in the County Board Room, has been moved to Friday, June 27th, 2003 at 5:00 PM in the County Board Room of the Historic Courthouse. APPROVAL OF 7 COMMITTEE REPORTS: Motion by Jagodzinski, second by Blankenship to approve the 7 committee reports. All in favor, motion carried. CHAIRMAN’S REPORT: Given by Chairman Mike Havera as follows: ANNOUNCEMENTS: Havera stated that there will be a Special Personnel Meeting on Wednesday, June 11th, 2003 at 4 PM in the County Board room of the Historic Courthouse to discuss employee health insurance. SCHEDULE CHANGES: The regular Road and Bridge Committee meeting scheduled for Wednesday, July 2nd, 2003 has been moved up to Friday, June 27th, 2003 at 8:30 AM at the Highway Department. The Economic Development Committee meeting scheduled for Wednesday, July 2nd, 2003 at 6:00 PM in the County Board Room has been moved to Friday, June 27th, 2003 at 5:00 PM in the County Board room of the Historic Courthouse. APPOINTMENTS: Motion by Myers, second by Webb to approve the appointment of Mike Turneus to the Montgomery County Housing Authority Board with a term beginning July 1, 2003. All in favor, motion carried. Motion by Sielschott, second by Helgen to approve the reappointment of Dannie Lamb to the Litchfield Airport Authority for a five-year term to begin on July 1, 2003 and expire June 30th, 2008. All in favor, motion carried. Motion by Downs, second by Durbin to approve the reappointment of Jerry Wesley to the Board of Health for a three-year term to begin on July 1, 2003 and expire on June 30th, 2006. All in favor, motion carried. Motion by Hampton, second by Komor to approve the reappointment of Pat Wernsing to the Board of Health for a three-year term to begin on July 1, 2003 and expire on June 30th, 2006. All in favor, motion carried. Motion by Sielschott, second by Aumann to approve the appointment of Mike Sipkoski from Litchfield, to the Board of Health, to replace Tom Larson who is not seeking reappointment. The three-year term will begin on July 1, 2003 and expire on June 30th, 2006. All in favor, motion carried. PAY BILLS: Motion by Downs, second by Blankenship to pay all approved bills. All in favor, motion carried. (For an itemized listing of bills paid, refer to Accounts Payable Book for FY 2003.) ADJOURN: Until the Regular Monthly Meeting on Tuesday, July 8th, 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 9:15 AM.