April 10th, 2007

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Montgomery County Board Minutes For Tuesday, April 10th, 2007 – 8:30 AM The following are minutes of a regular meeting of the Montgomery County Board held at 8:30 AM on Tuesday, April 10th, 2007 in the County Board Chambers of the Historic Courthouse, Hillsboro, Illinois. The meeting was called to order by County Board Chairman Mike Plunkett at 8:30 AM. Roll call was taken. 21 members present, 0 members absent. Members Present: Nelson Aumann, Mary Bathurst, Connie Beck, George Blankenship, Terry Bone, Bonnie Branum, Ronald Deabenderfer, Toby Dean, John Downs, Robert Durbin, Ed Helgen, Dennis Jagodzinski, Frank Komor, Sharon Kuchar, Joyce Matthews, Gene Miles, Roger Myers, Dale Ogden, Mike Plunkett, Bill Sielschott Richard Wendel. 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 Myers, second by Kuchar to approve the Minutes of the Previously Adjourned County Board Meeting held on Tuesday, March 13th, 2007. All in favor, motion carried. CONSENT AGENDA: 1. Circuit Clerk’s Report – submitted. 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 – submitted. 5. Health Department Report – Hugh Satterlee was present for questions. 6. T.B. Department Report – Jodi Huber was present for questions. 7. Public Defender’s Report – submitted. 8. Probation Office Report – submitted. 9. 911 Report – Greg Nimmo was present for questions. APPROVAL OF 9 ITEMS ON THE CONSENT AGENDA: Motion by Durbin, second by Blankenship to approve the 9 office reports on the Consent Agenda. All in favor, motion carried. COMMITTEE REPORTS: COORDINATING COMMITTEE REPORT: County Board Chairman Mike Plunkett stated that items discussed at Coordinating Committee will be included in other Committee Reports. ROAD AND BRIDGE COMMITTEE REPORT: Given by Chairman Bonnie Branum as follows: 1. Sign Ordinance Update: Branum reported that a Sign Ordinance has been drafted by State’s Attorney Matoush, but there are some changes to be made before it can be approved by the committee. 2. Open Bids for Used Vehicles: Branum stated that the Highway Department put bids out on a 1995 Aero Star mini van and a dump truck. Two bids were received for the 1995 Aero Star and two bids were received for the dump truck. Max Graff put in a bid of $328.00 for the 1995 Aero Star and a bid of $6,528.00 for the dump truck. South Litchfield Township put in a bid of $8,555.00 for the dump truck and Eugene Hogue bid $201.51 for the mini van. Motion by Branum, second by Helgen to approve the sale of the dump truck to South Litchfield Township in the amount of $8,555.00. All in favor, motion carried. Motion by Branum, second by Bathurst to approve the sale of the 1995 Aero Star Mini Van to Max Graff for $328.00. All in favor, motion carried. 3. Intersection of North Road and Nokomis-Raymond Blacktop: Branum reported that there are some questions regarding what to do about a dangerous intersection on the North Road and Nokomis Raymond Blacktop. Engineer Boehler is checking into the matter and will report back to the committee. 4. Water line issue: Branum stated that Lohman’s Plumbing was contacted in regard to the water issue at the Highway Department. Lohman’s can replace the existing water line and put in a water meter for $9,644.23. Motion by Branum, second by Beck to replace the water line going into the Highway Department building with the work to be done by Lohman’s Plumbing and Heating for $9,644.23. All in favor, motion carried. 5. GIS Crash Data: Branum deferred to Highway Engineer Ruben Boehler, who reported on a Crash Data Study that is done by the State which shows a report of accidents. The data, which is in a web base format, is currently from 2001 to 2004 and the State is in need of updating the Crash Data. The State will provide the information for fatalities and Class A injuries for a 5 year period. Through an Intergovernmental Agreement with IDOT, the County will complete a localized Crash Data collection. For participation in the project, the County will receive $10,000 from the State. Motion by Dean, second by Blankenship to enter into an agreement with IDOT to complete a Local Crash Data Collection Study to receive $10,000. All in favor, motion carried. (See Resolution Book 7, pages 91-92). FINANCE COMMITTEE REPORT: Given by Chairman Bill Sielschott as follows: 1. Approval of CEFS Public Transportation Intergovernmental Agreement: Sielschott introduced Linda Mitchell, Chief Operations Officer for CEFS, who presented an Intergovernmental Agreement and Public Transportation Ordinance to the board. The Intergovernmental Agreement is between the Counties of Shelby, Fayette, Clay, Moultrie, Douglas and Montgomery for the provision of public transportation. Mitchell stated that charges for the transportation are $2.00 per one-way trip within a 10 mile radius, $3.00 for an 11 to 25 mile radius and $5.00 for a 25 to 50 mile radius. The fee is only $1.00 for children under the age of 12 years. Mitchell urged anyone wishing to use the service to please do so. The toll free number for Public Transportation is 1-800-289-5289. Motion by Sielschott, second by Myers to approve the Intergovernmental Agreement between Shelby, Fayette, Clay, Moultrie, Douglas and Montgomery counties for the provision of public transportation. All in favor, motion carried. (See Resolution Book 7, pages 93-94). 2. Approval of Public Transportation Ordinance #07-02: The Public Transportation Ordinance authorizes an application to the Division of Public Transportation and Illinois Department of Transportation for operating assistance of public transportation in Montgomery County. Sielschott stated that $4,000 is budgeted annually for the Public Transportation and comes out of the Senior Citizens Tax. Motion by Sielschott, second by Blankenship to approve CEFS Ordinance #07-02 to provide for Public Transportation in Montgomery County. All in favor, motion carried. (See Resolution Book 7, page 95). 3. Update on FY ’06 Audit Report: County Auditor Whitey Patton presented the Fiscal Year 2006 County Audit Report to the board, and stated that the County is in good financial shape, which is better news than the past fiscal year when the county was at a break even point with Revenues exceeding Expenses by $31,141. Patton stated that the county should look at using revenues for capital improvements instead of operating expenses when looking to the future and setting priorities. The Capital Improvements’ balance for the end of 2006 was over $700,000. Patton reported that Fines and Fees are up from 1.428 million in 2005 to 1.434 million in 2006. Some expenses for 2006 were in election upgrades that were mandated and Sheriff’s vehicles, with an increase in expenses of 3%, and General Administrative expenses were down. Patton went on to talk about capital improvements and reminded board members of the impending problems that will need to be looked at regarding the Historic Courthouse, which will be a major cost. Patton touched on the necessity of Montgomery County’s Recycling Program, stating that the county may need to spend some money to keep the program going, but this would surely help to extend the life of the landfill and save taxpayer dollars in the long run. Patton stated that there needs to be a better tracking system of grant monies received by county offices to differentiate between Federal and State monies. (For copy of Selected Financial Information from Audit presented to board, see Resolution Book 7, pages 96-99). 4. Update on Manatron Commercial Appraisal Proposal: Sielschott reported that the committee is continuing to look at the proposal from Manatron on a Commercial Appraisal proposal. 5. Approval of Addition to the Prepaid Vendor List: The Board approved an addition to the Prepaid Vendors List for Criminal Background Check fees. Motion by Sielschott, second by Downs to approve adding Criminal Background Check fees to the Prepaid Vendor’s List. All in favor, motion carried. (See Resolution Book 7, pages 100-101.) 6. Information on Birth/Death Registrations: Sielschott reported that currently the Health Department and the County Clerk and Recorder’s Office both keep Birth and Death Registrations on file, with the Health Department acting as the State of Illinois Local Registrar for these records. The Health Department’s Board would like to eliminate their Local Registrar status of the Birth and Death Registrations and have just the County Clerk and Recorder’s office provide this function, avoiding duplication of services, and has given their formal approval of same. Motion by Sielschott, second by Miles to approve the transfer of Local Registrar status for Birth and Death Registrations from the Health Department to the County Clerk and Recorder’s Office effective June 1st, 2007. All in favor, motion carried. 7. Discussion of Sheriff’s Vehicle: Sielschott stated that the committee gave the Sheriff’s Office approval to get figures together on replacing the Sheriff’s squad cars for Fiscal Year 2008. 8. Approval of Pioneer Hi Bred Commercial Assessment: Sielschott reported on the Pioneer Hi-Bred Plant in North Litchfield Township that currently has a complaint filed with the Board of Review to get the property assessment lowered, and stated there is a proposal from Forrestal Group to re-appraise the industrial property so that they can reach an accurate property assessment. Motion by Sielschott, second by Kuchar to approve the proposed contract with Forrestal for consulting services in the amount of $5,500 to re-appraise the Pioneer Hi-Bred Plant. All in favor, motion carried. (See Resolution Book 7, pages 102-103.) 9. Update on GIS Position: Sielschott stated that the County will make their final payments for the GIS mapping system and soil surveys next December. The GIS Oversight Committee will draw up a job description for the GIS position that will be filled by December 2007 and the Personnel Committee will interview candidates for the position. 10. Tentative Budget Hearing Dates: Sielschott reported that meeting dates for the Fiscal Year 2008 Budget Hearings will be on Wednesday, July 25th, Friday, July 27th, and Monday, July 30th, beginning at 8:00 AM in the County Board room. 11. Approval on Resolution #07-03 to Convey Tax Deed on Parcel ID # 04-001-256-00 in the City of Coffeen: The City of Coffeen is interested in purchasing a parcel located in Coffeen from the County Trustee. Motion by Sielschott, second by Bone to approve conveying the tax deed on parcel # 04-001-256-00 to the City of Coffeen. All in favor, motion carried. (See Resolution Book 7, pages 104-106.) HWE COMMITTEE REPORT: Given by Chairman Bob Durbin as follows: 1. Elections Update: Durbin reported that today April 10th, 2007 is the last day for Declared Write-In Candidates to file for the upcoming Consolidated Election. Durbin then deferred to Clerk Leitheiser to update the Board on Senate Bill 662 (SB662). Leitheiser stated that SB662 passed the Senate unanimously and the Illinois Association of County Clerks and Recorders have urged the General Assembly to adopt the following recommendations among other requests: • To clarify statutory direction for counting ballots without postmarks. • To require write-in candidates to file by the ballot certification deadline, 61 days before elections. • To eliminate unnecessary and costly consolidated primaries where possible. • To abolish the requirement that voters present government-issued photo IDs when early voting, if election authorities can verify their identity as they would at a polling place on Election Day. Currently the State reimburses $25.00 per election judge and SB662 proposes an increase to that amount. Leitheiser stated that the bill now moves on to the House. Durbin stated that the Primary Elections for 2008 could possibly be as early as February 5th, with more information to be forthcoming. 2. Animal Control Facility Update: Durbin stated that he and Plunkett met with Hillsboro Mayor Bill Baran to discuss the possibility of getting water from the City of Hillsboro to the location of the proposed Animal Control facility. This would require the county to annex the property into the City of Hillsboro, and Durbin stated that he spoke with Hurst-Rosche Engineering to report about the change of location of the facility and to check on water and sewer costs for the City of Hillsboro. 3. Utility Trailer Approval: Durbin reported that the committee approved the purchase of a utility trailer to help collect recycling at the prison. The County Highway Department delivered two loads of rock for the parking lot at the Litchfield Recycling Facility and the City of Litchfield Street Department spread the rock. Electrical and lighting work will be completed in a few weeks after some material has been shipped out. PERSONNEL COMMITTEE REPORT: Given by Chairman John Downs as follows: 1. Consociate Care Group – Insurance Update: Downs reported that Steve Spinner with Consociate Care Group gave an update to the committee regarding the County’s self-insurance plan. Consociate is the third party administrator for the County, which is currently insured with Genworth Financial. Spinner reported to the committee that the insurance plan had done very well this past year and reflected an 8 to 9 percent decrease in premiums. Downs stated that Consociates has recommended moving from Genworth to AUL Insurance Company for next year to get lower insurance premium rates and stay with the $45,000 Specific Deductible. Consociate Care Group will get the appropriate paperwork ready for signature by April 15th, 2007. Motion by Downs, second by Bathurst to approve the proposal from Consociate Care Group to move from Genworth Financial to AUL Insurance Company. All in favor, motion carried. Downs stated that this change will not affect county employees’ rates. 2. Job Descriptions Study Update: John Downs stated that he met with Office Holders regarding a Job Description Study, and another meeting will be set up for Office Holders and the Personnel Committee to discuss the possibility of doing the study. 3. Personnel Policy Manual: Downs stated that there will be several changes made to the Personnel Manual, including addressing employee transfers, union and non-union transfers, employee ID badges, drug screening, personal time off, comp time and accrued time. 4. Recycling Center Union Petition Update: Downs reported that there has been no contact made from the Union in regard to the Recycling Center employees union petition. 5. Personnel Issues: Downs reported that he met with Sheriff Vazzi, Under Sheriff Robbins and 911 Coordinator Nimmo to discuss combining the Telecommunicators and 911 Dispatcher’s positions. The 911 Board has approved for Nimmo to let 911 Dispatchers train as Telecommunicators so that the County can have a central emergency Telecommunications Center with 911 and Sheriff’s Dispatch. BUILDINGS AND GROUNDS COMMITTEE REPORT: Given by Chairman Terry Bone as follows: 1. Property Acquisition Update: Chairman Bone stated that the contract for property acquisition is being reviewed by State’s Attorney Matoush. Once the contract has been approved it can be signed by the County Board Chairman and sent to the seller’s attorney to petition the courts for the sale of the property. 2. Utility and Power Supply Problems in 911 Area: Bone reported that Lyerla Electric is working on the system in the 911 area to fix the power supply problems and the work is 90% complete. 3. Postage Machine Update: Bone reported that postage increases which will take place in May, 2007 will require mail to be metered by the weight, shape and size of the envelope. Bone stated that the Building and Grounds Committee will hold a special meeting to discuss the changes and upgrades needed to the current postage system on Friday, April 20, 2007 at 8:00 AM in the County Board room. 4. Park Bench: Bone reported that the granite bench that is being donated by D.A.R. will have a GPS unit placed somewhere on or around the bench for a travel game. Bone stated that the travel game would create an opportunity for tourists to visit Montgomery County. 5. Historic Courthouse Feasibility Study: Bone stated that Hurst-Rosche Engineering is working on a feasibility study for the Courthouse Complex. The engineering company will be notified to make arrangements to also house the GIS office person and equipment. 6. Update on Video Surveillance at Historic Courthouse: Bone reported that the video surveillance at the Historic Courthouse will be operational within three weeks, and signs will be posted to make patrons aware of the video surveillance. ESDA/AMBULANCE COMMITTEE REPORT: Given by Chairman Dennis Jagodzinski as follows: 1. Thanks for Memorial: Jagodzinski thanked members for the flowers and cards his family received at the recent passing of his father-in-law, Ed Pesko of Taylor Springs. 1. Ambulance Call Reports: Jagodzinski stated that due to one of the districts not submitting their report, a summary of monthly operations for March 2007 is unavailable at this time, and will be given at the May Full Board meeting. 2. City of Litchfield Ambulance Billing Update: Jagodzinski reported that Litchfield Fire Chief Matt Weber and Police Chief B. J. Wilkinson were at the last committee meeting to discuss Litchfield Ambulance’s billing. Litchfield Ambulance would like to try another billing company to see if they could get more revenue. If this does not work out for Litchfield Ambulance, they would then come back to the County’s billing services. Jagodzinski stated that the County will find out if the board can legally let Litchfield outsource their billing services. 3. Collections for March: Jagodzinski reported that collections for the month of March were at $122,164.46. 4. Director Holmes Report: • December Ice Storm Update: Jagodzinski stated that Fire Departments that stayed open around the clock during the ice storm will not be able to be reimbursed for the after hour time due to a miscommunication in directive. Jagodzinski stated that the directive initially came from Emergency Response but was actually executed by 911. This issue is being researched at this time. • GIS Training: Training for Geographical Information Systems for the EMA office will be held on April 13th, 2007 from 1:00 PM until 5:00 PM at the IEMA Training Center in Springfield. • IMAT Classes: Holmes will send Cathy Ulrici to the Command & General Staff Classes held by IFSI on September 10th thru the 14th in Litchfield, and there will not be a cost to the county for classes. • Pancake Breakfast: Jagodzinski stated that HazMat will be hosting another Pancake Breakfast on Saturday April 14th at the Hillsboro Moose Lodge from 6:00 AM until 11:00 AM. • Regional Meeting: Jagodzinski reported that EMA will be helping Montgomery County Health Department with their Regional Meeting May 11th from 10:00 AM until 2:30 PM, which will be held at the Hillsboro Moose Lodge. • HazMat Trailer: Jagodzinski reported that the HazMat Trailer is now complete and plans are that it will be on display for County Board members next month. • Spiller Pays: Jagodzinski reported that the County’s State’s Attorney’s office is still working on an outstanding Spiller Pays invoice to cover HazMat costs for their service. ECONOMIC DEVELOPMENT COMMITTEE REPORT: Given by Chairman Ron Deabenderfer as follows: Update from Hillsboro Energy, LLC: Roger Dennison of Hillsboro Energy was present to update the County Board members on the coal mine project. Dennison gave a powerpoint presentation that included maps of possible mine locations, and informed members about areas in which they will concentrate their efforts first, water drainage issues they will face and reconcile, the permitting process and the quality and quantity of coal under Montgomery County. Dennison stated that the permitting process will be the next step after they have accumulated 1,000 adjacent acres of land to sink the mine, and said that 7,000 to 10,000 acres of subsidence rights are also needed within the exploration process. Once the permitting process is underway, Dennison will come back to the County Board with an update. Member Helgen asked if gas drilling will affect coal drilling, and Dennison answered that the methane gas company and coal company should work together to coordinate drilling activity and sites, and traditionally coal agreements have priority over methane gas agreements in regard to drilling rights. Member Ogden stated that Montgomery County residents need to be educated about the high quality and value of the coal within the county. Update on Rural Broadband Request: Deabenderfer reported that the Requests for Rural Broadband proposals are due by April 16th, 2007, and an individual from Macoupin County and an individual from Montgomery County will sit on the committee that will review proposals and costs. State of Illinois funds for this project in the amount of one million dollars need to be obligated by the end of the State fiscal year. There will need to be an Intergovernmental Agreement signed by both counties in May, 2007. Update on South Litchfield Township to be in Enterprise Zone: Deabenderfer stated that the Enterprise Zone Mayors met and approved the 400 acre expansion in South Litchfield Township for a proposed Ethanol Plant. Approval of G.I.S. Intergovernmental Agreement with City of Irving: The board approved an Intergovernmental Agreement with the City of Irving for GIS mapping services. Motion by Deabenderfer, second by Kuchar to approve the GIS Intergovernmental Agreement with the City of Irving. All in favor, motion carried. (See Resolution Book 7, pages 107-111.) APPROVAL OF 8 COMMITTEE REPORTS & MINUTES: Motion by Helgen, second by Downs to approve the 8 committee reports. All in favor, motion carried. ANNOUNCEMENTS: No Announcements at this time. SCHEDULE CHANGES: Plunkett reported on the Special Building and Grounds meeting that will be on Friday, April 20, 2007 at 8:00 AM in the County Board room of the Historic Courthouse. PAY BILLS: Motion by Sielschott, second by Beck to pay all approved bills. All in favor, motion carried. For itemized listing of bills paid, refer to Accounts Payable Book for FY 2007. ADJOURN: Until the Full Board Meeting on Tuesday, May 8th, 2007 at 8:30 AM in the County Board Room, Historic Courthouse, Hillsboro, Illinois. Motion by Myers, second by Branum to adjourn the Full Board Meeting. All in favor, motion carried. Meeting adjourned at 9:50 AM. Minutes respectfully submitted and recorded by Montgomery County Clerk and Recorder Sandy Leitheiser.