September 9th, 2003

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Montgomery County Board Minutes For TUESDAY, September 9th, 2003 – 8:30 AM The following are minutes of a regular meeting of the Montgomery County Board held at 8:30 AM on Tuesday, September 9th, 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: George Blankenship, Terry Bone, Bonnie Branum, Ronald Deabenderfer, John Downs, Robert Durbin, Mike Havera, Dave Heaton, Edward Helgen, Keith Horn, David Jackson, Dennis Jagodzinski, Frank Komor, Roger Myers, Dale Ogden, Glenn Painter, Don Petty, Mike Plunkett, Bill Sielschott. Members Absent: Nelson Aumann and Charles Hampton. Pledge of Allegiance to the flag was given. Mileage and Per Diem Approval: Motion by Ogden, second by Durbin to approve the mileage and per diem. All in favor, motion carried. Approval of Minutes of Previous County Board Meeting: Motion by Myers, second by Downs to approve the Minutes of the Previously Adjourned County Board Meeting held on Tuesday, August 12th, 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’s Public Service workers have finished cleaning up Gooseneck Cemetery and will begin cleaning up McCord Cemetery on or around September 21st, 2003. 9. 911 Report – Greg Nimmo was present for questions. APPROVAL OF 9 ITEMS ON THE CONSENT AGENDA: Motion by Bone, second by Petty to approve the 9 office reports on the Consent Agenda. All in favor, motion carried. COMMITTEE REPORTS: COORDINATING COMMITTEE REPORT: 1. Senior Citizen Budget: Havera stated that the Senior Citizens’ agencies in Montgomery County were contacted regarding their budgets, and the Committee reviewed how the monies will be allocated from the county. ROAD AND BRIDGE COMMITTEE REPORT: Given by Chairman Bonnie Branum as follows: 1. Plat Act: Chairman Branum stated that County Clerk/Recorder Leitheiser addressed the Road and Bridge Committee regarding the Plat Act. A meeting will be set up with County Clerk Leitheiser, County Engineer McNeal, Environmental Health Dept. representative Jodi Shoen, surveyor Tony Hard, surveyor Carl Nail and Chief Assessing Officer Julie Kiefer to review the Plat Act and discuss a County Policy. 2. Retiree Replacement Position: Branum stated that Burton Hempkin retired from the Highway Department in July 2003, and the committee decided to move Mark Durbin up from Seasonal Maintainer to that Full Time position. 3. 2004 Calendar Meeting Dates & Times: Branum reported that the Committee approved the Road & Bridge Committee meeting dates and times for Fiscal Year 2004. Branum stated that the dates and times of the Committee meetings have not changed. 4. Old Sign Truck: Branum reported that the Committee endorsed selling the old sign truck at the Highway Department at the Mulberry Grove auction, since this method has produced good results. Branum stated that an old Highway Dept. tractor sold at the Mulberry Grove auction for over $4,000. FINANCE COMMITTEE REPORT: Given by Chairman of Finance, Bill Sielschott as follows: 1. 2004 Budget Changes: Sielschott discussed the proposed changes to the Fiscal Year 2004 budget. Sielschott reported that Department Heads were asked by the Committee to reduce expenses by 5% when compared to the total actual dollars spent in the FY02 Audit Report of expenses for the period ending November 30th, 2002. The 5% reduction excludes full time salaries. Sielschott also stated that there will be no new positions added to the 2004 budget, due to the half million dollar deficit in the General Fund. The Coroner will be receiving a pay increase, given his elected status and the fact that he has not had a pay raise in the last four years. Sielschott stated that the Sheriff’s Department will not purchase vehicles this year, but will purchase new radios, due public safety requirements. The Probation Office will purchase a new van, which will use Probation fees. The Committee has waived the $55,000 parking lot paving project for several years and the Highway Department will pour a gravel parking lot instead for $3,000. Chairman Havera stated that the parking lot will still open on time for public and county employee use. Sielschott warned that at if the current deficit levels continue, then the County will be out of reserves by Fiscal Year 2005. Motion by Sielschott, second by Painter to amend the proposed budget to reflect the following changes: The Sheriff Department’s squad cars will not be replaced this year and the maintenance line item will be increased to $20,000. There will not be a new vehicle purchase for the Sheriff. The radio maintenance line item in office 80 will be decreased to $2,500, and new radios for the sheriff department vehicles will be put in the budget for $60,000. The parking lot will wait another year to be paved, so the parking lot budget for $55,000 will be changed to $3,000 and the area will be rocked instead. All in favor, motion carried. 2. 2004 Levy Estimate: Sielschott reported that CES Extension, Ambulance Districts and other groups have all increased their levies, and a Veterans Assistance Commission is being proposed to the County and by law the County will have to levy for this. As a result, the tax levy will be 9.9491% and the Finance Committee will need to hold a Truth in Taxation Hearing on October 1, 2003 at 8:00 AM in County Board room of the Historic Courthouse. Motion by Sielschott, second by Jackson to proceed toward approving the Fiscal Year 2004 Tax Levy at 9.9491% and to hold the Truth & Taxation Hearing on October 1st, 2003 at 8:00 AM in the County Board room of the Historic Courthouse. All in favor, motion carried. 3. Maximus Cost Study for Sheriff and Clerk/Recorder Fees –Resolutions #03-19 and #03-20: Sielschott reported on the results of the cost study done by Maximus in the Sheriff’s Department and the County Clerk/Recorder’s Office. Clerk Leitheiser read the Ordinances on the Cost Study proposal completed by Maximus for both offices. Motion by Sielschott, second by Plunkett to approve the Ordinances to update and raise fees in the Sheriff’s Department and the County Clerk and Recorder’s Office as recommended by Maximus through a cost study, which will go into effect October 1st, 2003. All in favor, motion carried. (See Resolution Book 4, pages 148-151). 4. Accounts Receivable (Fines & Fees): Sielschott stated the Committee reviewed accounts receivable in all County Offices, and they will be looking for revenue resources as an alternative to raising taxes. State’s Attorney Roberts will be looking at the outstanding court fines and fees and inform the committee how to best proceed in collecting these debts. 5. Health Insurance Contract: Sielschott reported that State’s Attorney Roberts is reviewing the Health Insurance Contract for its provisions that address a segregation claim. 6. Court Security Fee: Sielschott stated that the committee reviewed changes for the newly enacted Public Act 93-0058 (Senate Bill 267), which will raise Court Security fees from $15.00 to $25.00 per case as of December 1, 2003. 7. GIS Monthly Progress Report: Sielschott reported that Bruce Harris and Associates will give a progress report on Montgomery County GIS activity at next month’s board meeting. 8. Veterans Assistance Commission Approval (Resolution #03-21): Sielschott stated that State’s Attorney Roberts has looked at the State laws concerning the Veterans Assistance Commission and found that if such a Commission exists in the County, then the County is obligated by law to levy for this Commission. A tentative budget was received from Commission representative James Mathena and the levy will be set at a .02 mil. The Commission is organized to provide assistance for medical expenses, food, employment, and any basic needs local veterans may have. Commission representative Mathena was not in attendance at the meeting, and Litchfield American Legion representative Charles Cress attempted to answer some of the boards’ questions. Cress stated that some of the monies will also provide assistance to veterans’ families. Havera asked Cress if the County Board will be able to hire the administrator for the Veterans Commission, and Cress answered that the hiring of the Montgomery County representative will come strictly from the Veterans Commission, and that the County Board will be able to determine how the monies will be budgeted and allocated. Member Ron Deabenderfer asked if the County Board could table the Commission’s approval until the board has spoken with Mathena, but Havera stated that the Board must approve it because the state law mandates that it do so. Sielschott stated that the reason he feels the County Board should approve the Resolution acknowledging the Veterans Assistance Commission during the full board meeting is so that the County would only have to hold one Truth in Taxation Hearing before the County Levy is approved. Havera asked Cress if there was much need in Montgomery County for Veterans needing assistance. Cress stated that he did not have the answers, that Mathena would know more about that than he would. Havera thanked Mr. Cress for his time and willingness to answer the board’s questions, since Mathena has not attended any County Board meetings to date. Clerk Leitheiser read the Resolution #03-21 accepting the petition for recognition of the Veterans Assistance Commission of Montgomery County. Motion by Sielschott, second by Myers to approve the Resolution #03-21 Accepting Petition for Recognition of the Veterans Assistance Commission of Montgomery County. 18 members yes, 1 member no. Motion carried. (See Resolution Book 4, page 152). 9. Resolution #03-21A Voiding Bike Trail Property Tax: Sielschott stated that every year the County Board voids the Bike Trail Property Tax Bill, for Property #ID 12-000-405-05. Motion by Sielschott, second by Plunkett to void the 2002-2003 property taxes on the Green Diamond Bike Trail in Pitman Township, property ID # 12-000-405-05. All in favor, motion carried. (See Resolution Book 4, page 153). HWE COMMITTEE REPORT: Given by Chairman Bob Durbin as follows: 1. Election System Change Update: Durbin stated that the Governor has signed Election bill SB 428 into law, now P.A. 93-0574, which will require all counties to change from punch card voting to a new system. 2. Cemetery Cleanup Update: Durbin reported that community service workers have completed cleaning up Gooseneck Cemetery near Witt and it looks satisfactory. 3. Animal Control Update: Durbin stated that the Governor signed a new Animal Control Act into law, which has more provisions that the County must meet. The Committee is currently looking at this new law and will request that the board review the drafted County Animal Control Ordinance when it is complete. BUILDINGS AND GROUNDS COMMITTEE REPORT: Given by Chairman Glenn Painter as follows: 1. Maintenance Truck Update: Painter reported that the front brakes, calipers and steering on the Dodge Maintenance truck have been repaired. 2. Hillsboro Chamber of Commerce: Painter stated that the Committee gave approval to Hillsboro Chamber of Commerce Secretary Yvonne Purcell for the Chamber to use the sidewalks around the Historic Courthouse for an art show on October 8th, 2003. ESDA/AMBULANCE COMMITTEE REPORT: Given by Chairman Dennis Jagodzinski as follows: 1. Ambulance District Resolutions: · Resolution #03-22 -Raymond/Harvel: Motion by Jagodzinski, second by Ogden to Approve Raymond/Harvel Ambulance Service Agreement in the Amount of $33,360.00 for FY 2004. All in favor, motion carried. (See Resolution Book 4, pages 154-156). · Resolution #03-23 -Nokomis/Witt: Motion by Jagodzinski, second by Durbin to Approve Nokomis/Witt Ambulance Service Agreement in the Amount of $78,000 for FY 2004. All in favor, motion carried. (See Resolution Book 4, pages 157-159). · Resolution #03-24 -Hillsboro: Motion by Jagodzinski, second by Downs to Approve Hillsboro Ambulance Service Agreement in the Amount of $125,000 for FY 2004. All in favor, motion carried. (See Resolution Book 4, pages 160-162). · Resolution #03-25 -Litchfield: Motion by Jagodzinski, second by Jackson to Approve Litchfield Ambulance Service Agreement in the Amount of $120,000 for FY 2004. All in favor, motion carried. (See Resolution Book 4, pages 163-164). · Resolution #03- -Farmersville-Waggoner: Motion by Jagodzinski, second by Heaton to Approve Farmersville-Waggoner Ambulance Service Agreement in the Amount of $55,350.00 for FY 2004. All in favor, motion carried. (See Resolution Book 4, pages 165-166). 2. Ambulance Call Report: Chairman Jagodzinski reported that the Ambulance call report will be submitted for August at the October Full Board meeting, due to the fact that not all Districts have their reports turned in. 3. Director Holmes’ Report: Chairman Jagodzinski reported that the ESDA Office Assistant out on medical leave will be returning to work soon, the newly implemented Credit Card payment system is working well and that Search and Rescue teams have been busy this month. Jagodzinski also complimented the professional and prompt response made by all county medical and rescue teams to the recent Vandalia School Bus accident, and announced that a Mass Casualty exercise will be performed at the four county High Schools on September 25th, 2003. The finalization preparation for this exercise will be on September 15th, 2003. Jagodzinski reported that ESDA no longer has an FCC license for their radios, due to the previous ESDA Director’s negligence in renewing the license in November, 2002. IEMA Communications Coordinator John Myer is assisting in their efforts to reinstate ESDA’s FCC license and ESDA is awaiting results of these efforts, but if they fail, the County may have to reapply for the license for a fee yet to be determined. ECONOMIC DEVELOPMENT COMMITTEE REPORT: Given by Chairman Mike Plunkett as follows: 1. Enterprise Zone Meeting: Plunkett reported that at the August 18th, 2003 Enterprise Zone meeting, the mayors voted to incorporate parts of the City of Coffeen into the Montgomery County Enterprise Zone. Plunkett reported that there will be another Enterprise Zone meeting on September 29th, 2003 at 5:30 PM in the County Board room to discuss expansion west of Interstate 55 next to Litchfield. 2. Planning and Zoning Program: Plunkett stated that the committee is currently reviewing information regarding Planning and Zoning in Montgomery County and will look at other counties’ zoning to see if Montgomery County should proceed. 3. Revolving Loan: Plunkett stated that the Committee is looking into a federal Revolving Loan Program for businesses in the county administered by DCEO, which would provide low interest loans for businesses that create jobs. 4. Resolution of Support for the Montgomery County Water Project: Plunkett reported that the Montgomery County Water Company is currently finishing Phase II of the water project and has already begun working on Phase III. The water company will be concentrating its efforts west of Butler and east of Hillsboro. Plunkett read the Resolution in Support of the Montgomery County Water Project. Motion by Plunkett, second by Horn to accept the Resolution of Support for the Montgomery County Water Project. All in favor, motion carried. (See Resolution Book 4, page 167). PERSONNEL COMMITTEE REPORT: Given by Chairman John Downs as follows: 1. Fraternal Order of Police Contract: Downs stated that the Union Contract for the FOP will end this year, and union representatives are requesting to start negotiations. 2. Jailers/Dispatchers Contract Approval: Downs asked that the County Board go into Executive Session to discuss this union contract, as well as to review Executive Session Minutes per Open Meetings Act requirements. Motion by Downs, second by Komor to go into Executive Session. All in favor, motion carried. EXECUTIVE SESSION HELD until 9:55 AM. Motion by Downs, second by Painter to come out of Executive Session. All in favor, motion carried. Motion by Downs, second by Painter to approve the Jailers/Dispatchers Contract, effective December 2002 through November 2005. All in favor, motion carried. Motion by Plunkett, second by Petty that Executive Session minutes from January 11, 2000, January 26, 2000, June 13, 2000 and February 13, 2001 and August 12, 2003 remain closed to the public. All in favor, motion carried. APPROVAL OF 8 COMMITTEE REPORTS: Motion by Blankenship, second by Helgen to approve the 8 committee reports. All in favor, motion carried. CHAIRMAN’S REPORT: Given by Chairman Mike Havera as follows: ANNOUNCEMENTS: Havera introduced Bob Cecil from AmerenCIPS, who gave an update on the Coffeen Power Plant and some project plans Ameren has for the plant. Havera read a thank you letter from Terry Bone’s family for the Board’s sympathy at the recent passing of his mother. SCHEDULE CHANGES: Havera stated that the Finance Committee will meet on Wednesday, October 1st, 2003 instead of Monday, October 6th, in the County Board room for their regular monthly meeting. APPOINTMENTS: Motion by Branum, second by Durbin to approve the appointment of Robert Moral to the Fillmore Community Fire Protection District as a trustee for a term of three years. All in favor, motion carried. PAY BILLS: Motion by Sielschott, second by Horn 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. RECESS: Until the Regular Monthly Meeting on Tuesday, October 14th, 2003 at 8:30 AM. Motion by Painter, second by Branum to adjourn the Full Board Meeting. All in favor, motion carried. Meeting adjourned at 10:00 AM.