October 14th, 2003

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Montgomery County Board Minutes For TUESDAY, October 14th, 2003 – 8:30 AM The following are minutes of a regular meeting of the Montgomery County Board held at 8:30 AM on Tuesday, October 14th, 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, 20 members present, 1 absent. Members Present: Nelson Aumann, 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. Member Absent: Charles Hampton. Pledge of Allegiance to the flag was given. Mileage and Per Diem Approval: Motion by Bone, second by Branum to approve the mileage and per diem. All in favor, motion carried. Approval of Minutes of Previous County Board Meeting: Motion by Downs, second by Myers to approve the Minutes of the Previously Recessed County Board Meeting held on Tuesday, September 9th, 2003. All in favor, motion carried. CONSENT AGENDA: 1. Circuit Clerk’s Report – Mary Webb was present for questions and stated that Judge Long is now the resident Circuit Judge presiding in Montgomery County Circuit Court. 2. County Treasurer’s Report – Ron Jenkins was present for questions. 3. County Clerk and Recorder’s Report – Sandy Leitheiser was present for questions and stated that packets are available for any board members up for re-election in 2004. 4. Sheriff’s Report – Jim Vazzi was present for questions. 5. Health Department Report – was submitted. 6. T.B. Department Report – Kathy Tapley was present for questions. 7. Public Defender’s Report – was submitted. 8. Probation Office Report – Banee Ulrici was present for questions and reported that Red Ribbon Week is from October 23rd through October 31st, 2003. The Probation Office is promoting a Red Ribbon Week poster contest, and Ulrici asked any board members who are interested to stop by the Probation Office after the board meeting to judge some of the posters. Drug Education speaker James Dedera will speak at Hillsboro’s Lincoln Land Community College Center on October 27th, 2003 from 7:00 PM to 8:00 PM and again on October 28th, 2003 from 7:00 PM to 8:00 PM at Litchfield Junior High School. In other news, Ulrici reported that two abandoned county cemeteries have been cleaned up and the Probation office will supervise community service workers at Blooming Grove Cemetery on Thursday, October 23rd, weather permitting. Ulrici also stated that the Employability Skills training for Probation participants went well. 9. 911 Report – Greg Nimmo was present for questions. 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. COMMITTEE REPORTS: ROAD AND BRIDGE COMMITTEE REPORT: Given by Chairman Bonnie Branum as follows: 1. Resolution #23-03: Resolution #23-03, An Amending Resolution to appropriate an amount of $4,206.61 for 988 BC-A, (Sec. 14)(N 15th Avenue); Butler Grove R.D., 50%-50% Project; Montgomery County’s Share = .5 ($2,103.31). Resolution amends Resolution #18-03 from $3,000.00 to $4,206.61. Motion by Branum, second by Ogden. All in favor, motion carried. (See Resolution Book 4, pages 168-169). 2. Plat Act Sub-Committee: Highway Engineer Amy McNeal stated that a sub-committee comprised of McNeal, County Health Dept. Rep. Jodi Schoen, Surveyors Tony Hard and Carl Nail, County Clerk/ Recorder Sandy Leitheiser and Recording Dept. Head Rosemary Frame met to discuss the possibility of a county procedure regarding the Plat Act. The committee will meet again this month with Chief Assessing Officer Julie Kiefer, who is also on the sub-committee to discuss this issue further. 3. Old Sign Truck: Branum reported that the old sign truck was taken to Mulberry Grove last Saturday and sold at auction. 4. Parking Lot: Branum reported that the Highway Department has been out in full force mowing and patching roads, but have been unable to start on the parking lot area at 133 North Main today due to the rain. Plans include removal of dirt first, then the placement of 3” limestone rock so the parking lot can be used. FINANCE COMMITTEE REPORT: Given by Chairman Bill Sielschott as follows: 1. Truth in Taxation Hearing Update: Sielschott reported that the Truth in Taxation Hearing was held as scheduled on October 1st, 2003. 2. Veterans Assistance Commission: Sielschott stated that the County Board levied for the Veterans Assistance Commission (VAC) as is required by law, and they with the VAC on their proposed budget in the upcoming months. 3. Sheriff’s Radios: Sielschott stated that bids will be let for Sheriff’s Dept. radios after the budget has been approved. 4. 2004 Budget Revisions: Sielschott stated that there were four revisions made to the draft of the FY 2004 Budget. 1. Voting system expenses and revenues were added due to the Help America Vote Act (HAVA). 2. Sheriff’s vehicle maintenance expense was increased. 3. Coroner’s raise that was included was removed before the increase will not be effective until the FY2005 Budget. 4. The Liability insurance levy was reduced because of the inclusion of the Veterans Assistance Commission levy. Reduction was necessary to the Liability insurance fund to keep the overall levy increase below 10%. Motion by Sielschott, second by Jackson to approve the four revisions to the FY2004 drafted Budget. All in favor, motion carried. 5. Adopt the 2004 Levy: Sielschott reported that the Truth in Taxation Hearing was held on October 1st, 2003 at 8:00 AM in the County Board room and recommended to the board to adopt the 2004 Levy totaling $3,374,344.00. Motion by Sielschott, second by Downs to adopt the 2004 Levy totaling $3,374,344.00. All in favor, motion carried. (See summary in Resolution Book 4, page 170). 6. Probation Office Vehicle Approval: Sielschott stated that since bids were let for a Probation Office vehicle, rebates have changed and the Probation Office will need to re-bid. 7. Resolution #03-19 Voiding Tax Bill for Parking Lot at 133 North Main: Motion by Sielschott, second by Aumann to void the tax bill on Parcel ID #08-201-288-00 for the property located at 133 North Main, in the City of Hillsboro. All in favor, motion carried. (See Resolution Book 4, pages 171-172). 8. Void Tax Bills for County Trustee: Motion by Sielschott, second by Durbin to void Tax Bills for County Trustee. All in favor, motion carried. (See Resolution Book 4, pages 173-177). 9. GIS Update: Sielschott introduced Bruce Harris of Harris and Associates, who gave a brief presentation of the Geographical Information System for Montgomery County. At this stage, Bruce Harris and Associates representatives have completed the county flyover photography and now are in the process of computerizing the mapping data. Harris reported that the entire mapping system should be complete by December, 2005. Harris and Associates’representatives will also give an informal presentation throughout the day in the County Board Room to allow county employees and public users to look at what GIS can do and ask questions about the system. HWE COMMITTEE REPORT: Given by Chairman Bob Durbin as follows: 1. Death Protocol Document: Durbin deferred to State’s Attorney Jim Roberts, who presented the Montgomery County Homicide and Questionable Death Protocol Policy would need to be signed by County Board Chairman Mike Havera, County Clerk/Recorder Sandy Leitheiser, Coroner Rickey Broaddus, Sheriff Jim Vazzi and himself. The Death Protocol Policy states the procedures and policies that must be followed when a questionable death or homicide occurs in the county. These policies are for the Sheriff’s Department, Coroner, EMT’s, Police and Fire Departments in Montgomery County. According to State’s Attorney Roberts, this written protocol must be on file with the County according to State Statutes and goes into effect immediately, and will not modify or change any of the laws or policies Montgomery County currently has on these matters (See Resolution Book 4, pages 178-191). 2. Voting System Change Update: Durbin deferred to County Clerk/Recorder Sandy Leitheiser to update the board on voting system changes. Leitheiser explained that the county will still be using the punch card voting system for the March 2004 General Primary Election. According to new State and Federal Laws, a new voting system will need to be in place by the November 2004 General Election, but the State Board of Elections has applied for a waiver until January 1, 2006. Leitheiser has priced the Optical Scan system, the only other voting system certified in Illinois at the present time, and if the county purchases this system and utilizes the federal punch-card buyout funds, we will still owe $164,078, if we lease/purchase the system, we will owe $198,639. Leitheiser pledged to keep County Board members informed about the upcoming changes to Montgomery County’s voting system. 3. Bishop Landfill Update: Durbin stated that Bill Gonet updated the Committee on the progress of the Bishop Landfill Illinois EPA activity to fully secure the site 4. Cemetery Cleanup: Durbin reported that the Probation Office’s community service workers have cleaned up Pleasant Hill cemetery in rural Witt and McCord cemetery in rural Irving. Blooming Grove cemetery in the rural Butler area is next on the list, weather permitting. Durbin commended the community service workers for the good job they have been doing with cemetery clean-up. 5. Animal Control: Durbin reported that he and Chris Daniels will be going to Litchfield on October 15th, 2003 to discuss animal control issues with Veterinarian Dr. James Pastrovich. 6. Recycling Regulations Update: Durbin reported that there are a few new Recycling Regulations and the Committee will review these regulations at next month’s meeting. PERSONNEL COMMITTEE REPORT: Given by Chairman John Downs as follows: 1. Health Insurance: Chairman Downs reported that the County is saving $4,000 a month by dropping the Long Term and Short Term Disability provision off the county health insurance plan. Downs stated that last quarters’ numbers looked good. 2. County Hiring Freeze Implementation: Downs reported that due to budget problems the committee has asked all Office Holders/Supervisors to consult the Personnel Committee prior to filling any vacancies, and the Committee recommends that the board implement a hiring freeze, effective immediately. Motion by Downs, second by Painter to implement a hiring freeze to begin immediately for those offices that operate under General Fund (100). All in favor, motion carried. 3. FOP: Downs stated that the committee is waiting on a meeting date to be set up with union representatives with the Fraternal Order of Police for their upcoming contract. 4. Cavanaugh & O’Hara Contract: Downs reported that there has been no response from Cavanaugh & O’Hara regarding the collection of insurance funds owed to the County, but a representative from the firm will attend next month’s Personnel Committee meeting. BUILDINGS AND GROUNDS COMMITTEE REPORT: Given by Chairman Glenn Painter as follows: 1. Red Ribbon Week: Chairman Painter stated that the committee gave permission for the Probation Office to display last year’s winning poster for Red Ribbon Week on the Historic Courthouse during the month of October. 2. Office & Storage Space Issues: Painter stated that the Committee discussed that the use of hallways and the County Board room in the Historic Courthouse for office storage is discouraged. 3. Historic Courthouse Roof: Painter stated that County Coordinator Chris Daniels is working with the Department of Commerce and Economic Opportunity regarding the application made for Illinois First Grant funds for Historic Courthouse roof repair. DCEO has requested more information, which will be provided so the county can proceed with the grant application. 4. Parking Lot Area: Painter stated that the Highway Department was not able to rock the new parking lot area for the Courthouse Complex today due to rain, and that the work will begin when weather permits. ESDA/AMBULANCE COMMITTEE REPORT: Given by Chairman Dennis Jagodzinski as follows: 1. Ambulance Report: A summary of monthly operations for August 2003 is as follows: Total calls: 335; Total amount billed: $69,784.75; Total amount collected: $24,234.24. A summary of monthly operations for September 2003 is as follows: Total calls: 314; Total amount billed: $63,006.00; Total amount collected: $62,728.28. Chairman Jagodzinski also reported that the new Credit Card Payment System seems to be working well. 2. Director Holmes Report: Jagodzinski reported that as of October 10th, 2003 the Hillsboro Area Ambulance Service will provide Advanced Life Support (ALS) service to the County. The service will have two ALS units and one ILS (Intermediate Life Support) unit, as well as BLS (Basic Life Support) service to the county. 3. HazMat equipment: Jagodzinski stated that the HazMat equipment has arrived and Director Holmes will write protocol, policy and procedure regarding the use of the new equipment, which will remain under the direction of County ESDA to avoid any territorial problems. 4. Disaster Exercise: Jagodzinski stated that the countywide disaster exercises that took place on September 25, 2003 went well, with many county services participating. 5. 2004 Meeting Dates: Jagodzinski reported that the 2004 meeting dates and location for ESDA will remain the same, but the meetings’ time has changed. The ESDA/Ambulance Committee will meet on the 1st Tuesday of each month in the PBC meeting room of the Courthouse Complex, but meetings will convene at 3:00 PM instead of 2:30 PM 6. Executive Session: Jagodzinski stated that the ESDA Committee went into Executive Session to discuss a personnel issue and the committee will turn the matter over to the Personnel Committee. ECONOMIC DEVELOPMENT COMMITTEE REPORT: Given by Chairman Mike Plunkett as follows: 1. City Wide Clean-up Policy: Chairman Plunkett stated that the committee discussed reviewing the current City Wide Clean-up Policy for potential revisions. The City Wide Clean-up Grants are funded through county delinquent tax monies. 2. Enterprise Zone: Plunkett reported that there was an Enterprise Zone meeting on Monday, September 29th, 2003 in the County Board room with the Enterprise Zone Mayors. Discussion took place during the meeting regarding the potential of including all Montgomery County municipalities in the Enterprise Zone. Plunkett stated that the committee will be sending Enterprise Zone Administrator Chris Daniels to a conference in Mt. Vernon on October 23rd and 24th, 2003 due to the frequent updates of the Enterprise Zone regulations. 3. Planning & Zoning: Plunkett stated that the committee has been reviewing neighboring counties’ Zoning Ordinances to see what zoning policies other counties have, and the committee plans to invite zoning specialist Pat Curry to the next Economic Development meeting for her input. Board Member Aumann stated that the county should be cautious in proceeding toward zoning regulations, and that through his work in other counties that have zoning requirements, procedures often don’t work very well. Plunkett stated that one of the detriments to having zoning in the county is that this would take another full time employee. The committee will continue to review information on zoning. 4. Revolving Loan Update: Plunkett stated that the committee has been checking into acquiring a revolving loan account for qualified businesses in Montgomery County. This would require some initial funding from DCEO, Ameren CIPS and the county. 5. Bike Trail: Plunkett reported that the State has completed the Route 66 Bike Trail Feasibility Study to place a bike trail along Route 66 from Litchfield to Mt. Olive. 6. Resolution of Support: Plunkett stated that at the last County Board meeting, a Resolution in Support for the Montgomery County Water Company Phase III project was passed and needed to be resubmitted to the Board as it was not on last month’s agenda in time to meet Open Meetings Act requirements. Motion by Plunkett, second by Blankenship to accept the Resolution of Support for the Montgomery County Water Company Phase III project. All in favor, motion carried. APPROVAL OF 7 COMMITTEE REPORTS: Motion by Blankenship, second by Horn to approve the 7 committee reports. All in favor, motion carried. CHAIRMAN’S REPORT: Given by Chairman Mike Havera as follows: ANNOUNCEMENTS: Havera announced that the November Board meeting will be held on Monday, November 10th, 2003 instead of Tuesday, November 11th, 2003 due to the Veteran’s Day holiday. PAY BILLS: Motion by Sielschott, second by Komor 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 Monday, November 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 9:40 AM.