May 8th, 2007

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Montgomery County Board Minutes For Tuesday, May 8th, 2007 – 8:30 AM The following are minutes of a regular meeting of the Montgomery County Board held at 8:30 AM on Tuesday, May 8th, 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 Downs to approve the Minutes of the Previously Adjourned County Board Meeting held on Tuesday, April 10th, 2007. All in favor, motion carried. CONSENT AGENDA: 1. County Treasurer’s Report – submitted. 2. County Clerk and Recorder’s Report – Sandy Leitheiser was present for questions and reported that legislation setting the proposed Primary Election Calendar to an election date of February 5, 2008 (HB426) has passed the House and is now in the Senate. 3. Sheriff’s Report – submitted. 4. Health Department Report – submitted. 5. T.B. Department Report – submitted. 6. Public Defender’s Report – submitted. 7. Probation Office Report – submitted. 8. Circuit Clerk’s Report – submitted. 9. 911 Report – Greg Nimmo was present for questions. APPROVAL OF 9 ITEMS ON THE CONSENT AGENDA: Motion by Bathurst, 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 all business conducted in the Coordinating Committee will be reported in the other committees. 1. All to be reported under Committee Reports: ROAD AND BRIDGE COMMITTEE REPORT: Given by Chairman Bonnie Branum as follows: 1. Approval of Preliminary Engineering Agreement with WHKS for Section 95-12121-00-BR: Chairman Branum deferred to Engineer Boehler who proposed a bridge replacement on East 1st Road over Macoupin Creek in Pitman Township, and stated that the bridge had some repairs done to it in 1995 but was never finished. Motion by Branum, second by Helgen to approve the Preliminary Engineering Agreement with WHKS for Section 95-12121-00-BR. All in favor, motion carried. (See Resolution Book 7, pages 112-115). 2. Update on Safety Improvements to Intersection of North Road and Nokomis/Raymond Blacktop: Boehler stated that Coroner Rick Broaddus spoke with him about a dangerous intersection on the North Road and Nokomis/Raymond blacktop where there have been severe accidents with some fatalities and Class A accidents. Boehler has talked with IDOT regarding safety improvements to the intersection, and has been informed that they are looking at resolving these problems by putting in rumble strips or flashing beacons. 3. Chapman T Bridge: Boehler reported that the letting for the Chapman T Bridge will be held on June 15th, 2007. The bridge letting will be posted on a web site by Friday so that the bidding process can begin. The Preliminary plans have been approved by IDOT. 4. Water Line: Boehler reported that he has been informed that the City of Hillsboro will put in a new water main on University Avenue near the Highway Department so the Highway Department will wait to install new water lines until after the water main is installed, which will drop the initial cost of the project. 5. Road Closure: Boehler reported that there is a road closure today on North 24th Avenue in Nokomis. FINANCE COMMITTEE REPORT: Given by Chairman Bill Sielschott as follows: 1. Approval of Patton & Company’s Audit Proposal for Fiscal Years 2007 and 2008: Sielschott stated that Patton and Company gave the County a proposal to perform the County and Circuit Clerk’s Office audit for 2007 and 2008. The proposed 2007 Audit for the County would be $29,000 - $31,000 and the Circuit Clerk’s audit would be $7,000 - $7,500. The proposed 2008 Audit for the County would be $31,000 - $33,000 and the Circuit Clerk’s audit would be $7,000 - $8,000, which reflects about a 4% increase. Motion by Sielschott, second by Myers to approve the proposal from Patton and Company to complete the County and Circuit Clerk’s Office Audit for Fiscal Year 2007 and 2008. All in favor, motion carried. 2. Approval of Software in the Sheriff’s Office: In March, 2007, the board approved $18,741 for a software upgrade in the 911 and Sheriff’s Offices. Due to a licensing requirement to 11 computers, an additional cost of $1,116.50 will be needed to complete the upgrade. Motion by Sielschott, second by Beck to approve the license fee for 11 computers in the amount of $1,116.50. All in favor, motion carried. 3. Approval of G.I.S. Intergovernmental Agreement between Montgomery County and the City of Coffeen: Sielschott reported that the committee discussed and approved a G.I.S. Intergovernmental Agreement between Montgomery County and the City of Coffeen. Motion by Sielschott, second by Durbin to approve the G.I.S. Intergovernmental Agreement between Montgomery County and the City of Coffeen. All in favor, motion carried. (See Resolution Book 7, pages 116-120). 4. Surrender of Certificate for Parcel ID #16-000-225-00: County Trustee Dennis Ballinger holds the tax sale certificate to parcel ID #16-000-225-00 to the Bishop Landfill, which has major EPA concerns. As a result, the tax sale certificate needs to be surrendered and Ballinger paid $250.00. Motion by Sielschott, second by Kuchar to surrender Certificate of Purchase for parcel ID #16-000-225-00, for the Bishop Landfill in South Litchfield Township and pay $250.00 to the County Trustee. All in favor, motion carried. (See Resolution Book 7, pages 121-122). 5. Trustee Fee Surplus Property Sale ID #08-202-488-00: Sielschott reported that there is a County Trustee tax certificate to a small parcel on Ida Street in the City of Hillsboro that the County Trustee has been trying to sell at the annual surplus property sale for nine years for $250.00. County Treasurer Jenkins has notified three adjoining neighbors by certified letter to see if they are interested in the parcel for a cost of $175.00, which will be paid to the County Trustee, with State’s Attorney Matoush to review the paperwork. Motion by Sielschott, second by Aumann to transfer the tax sale certificate for parcel ID #08-202-488-00 in the City of Hillsboro for $175.00, if a buyer comes forward. All in favor, motion carried. (See Resolution Book 7, pages 123-124). 6. Coffeen Power Plant Assessment Update/Approval: Sielschott reported that State’s Attorney Matoush reviewed the proposal from Forrestal Group, Inc. to complete the Coffeen Power Plant Assessment, which would require a 30% down payment of the total proposed contract and a total cost of $83,700.00. Plunkett stated that the property is eligible for an Enterprise Zone abatement, but it can not begin until the property’s final assessment is complete. Motion by Sielschott, second by Downs to approve a contract proposal by Forrestal Group to complete an assessment of the Coffeen Power Plant for an amount not to exceed $83,700.00. Discussion: Member Deabenderfer asked when the appraisal would be completed, and Sielschott stated that Forrestal assures them it will be done within six months, and should the assessment be protested they would represent the county in the proceedings. All in favor, motion carried. (See Resolution Book 7, pages 125-127). 7. GIS Update: Sielschott reported that the GIS Department will be housed in the Historic Courthouse, with a location to be determined at a later date. The Job Description for this position is being currently being reviewed. HWE COMMITTEE REPORT: Given by Chairman Bob Durbin as follows: 8. Elections Update: Durbin reported that County Clerk Sandy Leitheiser was present and gave an update on the April 17th Election and shared a summary report with its results. Durbin stated that in July 2006 a law was passed requiring elected School Board Members to take a new oath statement, and the County Clerk’s Office provided copies of that oath to all county school districts for their newly elected members. The 2007 Election saw a low turnout of voters totaling 19.33%, and included only 206 early and absentee voters. A recount for Hillsboro #3 precinct has been filed by a Hillsboro City Commissioner candidate who lost by three votes, which will be held on May 14th, 2007. The committee reviewed tentative dates for the 2008 General Primary Election should the Legislature change the election date from the third Tuesday in March to the first Tuesday in February on February 5th, 2008. 9. Animal Control Facility Update: Durbin reported that the committee discussed where the water and sewer lines would come from for the new Animal Control Facility. The cost to run a 4 inch water line would be approximately $12.00 per linear foot and for the sewer line would be about $8.00 per linear foot. In order to connect water from Taylor Springs, it would be 2,045 linear feet for sewer line at a cost of $16,360 and 2,050 linear feet to run the water line for a cost of $24,600. The total cost to run water and sewer from Taylor Springs would be $40,960. For water and sewer services from Hillsboro, it would be 920 linear feet of 2 inch sewer line at a cost of $7,360, and a distance of 475 linear feet to run the 4 inch water line for a cost of $5,700 at a total cost of $13,060 to run the utilities from Hillsboro. This totals to a water/sewer line cost comparison between Hillsboro (lower cost) and Taylor Springs (higher cost) of $27,900. Motion by Durbin, second by Wendel to approve the running of water and sewer lines from the City of Hillsboro for the proposed Animal Control Facility. Discussion: Member Jagodzinski inquired if the County would incur the entire cost of connecting the water and sewer lines, and Durbin stated that the cost of the connection would be $13,060, which the County would pay. All in favor, motion carried. 10. Animal Control Warden Position: Durbin reported that the committee reviewed applications for the animal control position and will interview selected applicants at a special meeting on Wednesday, May 9th, at 8:30 AM in the County Board room of the Historic Courthouse in Hillsboro. 11. Recycling Update: Durbin reported on several topics for the Recycling Program: • Educating County Residents about the Recycling Program: Plans are being made to do a WSMI forum on the Recycling Program. Durbin stated that information on recycling will be put in county newspapers along with the Montgomery County Guide and Answer Book that is published twice a year. • Recycling Revenues FY 2007: Recycling revenues for shipped material is at $ 92,872.58 which reflects 1,919,725 pounds. About $16,000 of the total was checks that were received in Fiscal Year 2007 for material that was shipped in Fiscal Year 2006. The audited Fiscal Year 2006 revenue was $81,525. • Hillsboro & Litchfield Facility Parking Lots: Durbin stated that the Litchfield and Hillsboro Recycling facility parking lots are being measured for a cost to oil and chip them. • New Sign for Hillsboro Recycling Facility: Durbin stated that the committee decided to order a new sign from Jorn Signs at a cost of $600.00. • New Dropoff Center at Farmersville: Durbin reported that there will be a new drop off center in Farmersville, which will be located at the bike trail parking lot. Efforts are underway to educate area residents for the added service that would allow daily recycling of materials. Flyers will be distributed at the next Farmersville drive on Saturday, May 12th, 2007 and announcements will be made on WSMI. 12. New Utility Trailer: Durbin stated that the Recycling Center is in need of a new utility trailer because the current trailer has several repair issues like flooring and the gate. Ameri Trailer of Litchfield has a 16’ utility trailer for $3,500.00. Motion by Durbin, second by Helgen to approve the purchase a trailer from Ameri Trailer in Litchfield in the amount of $3,500.00. All in favor, motion carried. PERSONNEL COMMITTEE REPORT: Given by Chairman John Downs as follows: 1. Job Descriptions Study Update: Downs reported that office holders have agreed to meet to discuss the SIUE job description study. 2. Personnel Policy Manual: Downs stated that the Personnel Committee will be making some changes to the Personnel Policy Manual including Comp Time and Accrued Time for Salary Employees, Drug Screening for Non-Union Employees, and Employee ID Badges. BUILDINGS AND GROUNDS COMMITTEE REPORT: Given by Chairman Terry Bone as follows: 1. Cleaning Issues in Courts Complex and Jail: Chairman Bone stated that the committee discussed cleaning issues at the Courts Complex, Jail buildings and Historic Courthouse. Bone and Sheriff Vazzi will sit down with the parties involved to see if they can reconcile these issues. 2. Historic Courthouse Feasibility Study: Hurst-Rosche Engineering continues to work on the feasibility study for the Historic Courthouse, and the architects will meet with the building and grounds committee with their recommendations at the June committee meeting. Their final report will be ready approximately 2 weeks after the June committee meeting. 3. Property Acquisition Update: Bone reported that State’s Attorney Chris Matoush has reviewed and approved the sales contract for the Hicks property on the corner of Brailley & Main Street in Hillsboro. The contract has been signed and sent to the seller’s attorney. 4. Update of the Utility and Power Supply Problems in 911 Area: Bone reported that the utility and power supply problems in the 911 area of the Sheriff’s building have been fixed. 5. Postage Machine Approval: Bone reported that the committee met on April 20th, 2007 in a special meeting to review postage system bid quotes, and stated that on May 14th, 2007 postage will be based not only on weight of the envelope, but also the size and thickness. The committee has approved and recommends a bid from Watts Copy Systems for a 5 year lease agreement in the amount of $39,505.80. The cost would be $658.43 per month for maintenance, meter rental, rate and structure for 2 postage systems. Judge Long has agreed to pay for one postage system for the Courthouse Complex out of the Court Fund and the other postage system will be paid for out of the General Fund. Motion by Bone, second by Blankenship to approve the 5 year lease agreement of $39,505.80 with Watts Copy Systems for the County’s two postage mailing systems. All in favor, motion carried. 6. Park Bench Dedication Ceremony Date: Bone reported that Lynch Construction will submit a bid to pour the concrete base for the new park bench in front of the Historic Courthouse which was donated by D.A.R. Arnold Monument will deliver the park bench after the concrete has been poured, and there will be a dedication ceremony on June 6th, 2007. Board members will be notified about the time of the dedication as it gets closer to that date. 7. Update on Video Surveillance at Historic Courthouse: Bone reported that signs have been placed at the three entrances and other areas of the Historic Courthouse notifying those entering the building of the newly installed video surveillance system. EMA/AMBULANCE COMMITTEE REPORT: Given by Chairman Dennis Jagodzinski as follows: 1. Ambulance Call Reports: A summary of monthly operations for March 2007 is as follows: Total calls: 331; Total amounts billed: $165,973.00; Collected: $122,164.46. A summary of monthly operations for April 2007 is as follows: Total calls: 294; Total amounts billed: $155,351.00; Collected: $92,075.44. 2. Director Holmes Report: • Credit Bureau Payment: Jagodzinski stated that they received $326.57 for January 2007 payment from the Credit Bureau. • Litchfield Ambulance: Jagodzinski stated that there have been some questions regarding Litchfield Ambulance wanting to outsource their ambulance billing services away from the county. Jagodzinski read committee minutes from the May Committee meeting to bring the board update to date on what has transpired. (The following are minutes from the EMA/ Ambulance Committee Meeting from May 1st, 2007 as read by Chairman Jagodzinski). “Litchfield Fire Chief Weber has submitted a written request for a more detailed tracking of ambulance calls, billing and collections. Holmes stated that she would need to check with Bill Purcell to see if there is any type of software or program that would be capable of servicing the multiple data that has been requested. Chief Weber has stated that he would want to continue his search to outsource the county’s services. It is unclear at this time if an ambulance district would pull away from the County to hire someone else to do their billing, would the County still need to levy for that district’s ambulance services. All other County Ambulance Districts use a standard run report that is given out by the County’s Ambulance Billing Office. Holmes stated that all ambulance districts have their own fees that they charge and give to the Ambulance Billing Office, the billing office does not set the fees. The committee discussed looking at updating the ambulance district resolution and contract. Holmes stated that even if Litchfield Ambulance District would decide to outsource, the county would still need the run reports for the tax levy. Pending legal information and advice, the committee will continue to educate themselves on this matter, until they can make an informed decision. Holmes reported that all ambulance contracts are in except for Litchfield’s. The committee discussed and determined that even though the 2008 Levy may be in question for Litchfield Ambulance District, the 2007 Levy would still need to be issued.” (end reading of minutes) Jagodzinski stated that pending information from the State’s Attorney’s Office the committee will keep the board apprised of the situation. • StarCom Radio: Jagodzinski reported that a StarCom radio was installed on April 19th by Motorola. • Telecommunications Area: Jagodzinski stated that he has received inquiries about combining 911 and the EMA Office for a telecommunications center, but confirmed that this will be a potential collaboration of the Sheriff’s Dispatch and 911 and will not involve the EMA office. • FEMA Payments: Jagodzinski stated there will be some funds available for the Fire Services that stayed open during the Ice Storm in December. • HazMat Trailer: Jagodzinski reported that the HazMat Trailer will be available for board members to view after the June 12th County Board meeting. There will also be a demonstration of the Smith Device, which is able to detect what a potential hazardous material is and its ingredients. • Panic System: Jagodzinski stated that there are some issues with testing the Panic Systems in the New Courthouse and the Historic Courthouse, and this will be amended. • HazMat Breakfast: Jagodzinski reported that they raised $1,200 for the HazMat breakfast that was held at the Hillsboro Moose Lodge. ECONOMIC DEVELOPMENT COMMITTEE REPORT: Given by Chairman Ron Deabenderfer as follows: Update on Rural Broadband Request: Deabenderfer reported that the committee discussed an Intergovernmental Agreement between Macoupin County, Montgomery County and the State of Illinois for the Rural Broadband project, and State’s Attorney Matoush has reviewed and approved the agreement. The deadline to have the paperwork in has been extended by 60 days. Motion by Deabenderfer, second by Bathurst to enter into an Intergovernmental Agreement with Macoupin County and the State of Illinois for the Rural Broad Band Project. All in favor, motion carried. (See Resolution Book 7, pages 128-134). Update/Approval on City of Nokomis – Enterprise Zone: Deabenderfer reported that Don Frank and Sandy Herbord with Illinois Central Ethanol were present at the committee meeting to request territory be added to the County Enterprise Zone for the Village of Wenonah for the proposed Ethanol Plant, and the communities of Wenonah, Nokomis and Coalton are in support of this project. Motion by Deabenderfer, second by Kuchar to recommend to the Montgomery County Enterprise Zone Council the adding of territory in the Village of Wenonah area, and parts of Nokomis and Coalton. All in favor, motion carried. Update on Montgomery County Economic Development Corporation: Deabenderfer reported that as of April 8th, 2007, Heather Hampton+Knodle has been contracting with the Montgomery County Economic Development Corporation (MCEDC) for nine hours a week as a paid position. Hampton+Knodle has resigned her position on the Corporation Board so that she is able to contract with them and will work on projects such as: Community Matters, MCEDC newsletters and a county wide business retention program. Ron Deabenderfer has been placed on the board, as well as the Revolving Loan Board. There is still a board member seat to fill on the MCEDC due to the death of Tom Connor. County Housing Authority: Deabenderfer stated that the County Housing Loan Program for low income first time home owners is in need of lots from municipalities, especially in the Hillsboro area. The Montgomery County Housing Authority will be working on marketing the program in June. Bike Trail Clean Up: Deabenderfer reported on a letter he received from the Illinois EPA regarding the clean up of the Bike Trail. The Illinois EPA spent $3,500 for the clean up project, and the Montgomery County Highway Department has installed barricades and new signs prohibiting open dumping. APPROVAL OF 8 COMMITTEE REPORTS & MINUTES: Motion by Matthews, second by Durbin to approve the 8 committee reports. All in favor, motion carried. ANNOUNCEMENTS: • Illinois Route 185 Memorial Sign honoring Terry J. Emerick: Chairman Plunkett announced that at the request of Judge Jim Roberts and County Clerk Sandy Leitheiser, a Senate Resolution has been introduced by Senator Deanna Demuzio that will honor fallen Police Officer Terry Emerick with a Roadside Memorial to be placed along Route 185 designating a portion of that State Highway as the “OFFICER TERRY J. EMERICK MEMORIAL HIGHWAY.” Officer Emerick was killed in a traffic accident on May 25th, 1994 while on duty as a police officer for the Illinois Commerce Commission, and he had previously served with the Hillsboro Police Department from 1989 to 1991, and his widow Connie and son Noah live in Hillsboro. Senator Demuzio’s office has assured the County that this Senate Resolution will be passed and is working with Representative Hannig who will support its passage in the House in this session and become law. Connie Emerick has long been involved with organizations of fallen police officers, and one of the projects she is helping to organize is the 2007 National Police Week, which will be held May 13th thru May 19th. Blue ribbons have been distributed throughout the County to commemorate National Police Week and to honor those who have fallen in the line of duty. • Card of Thanks: A Thank You card was received by the County Board for their thoughtfulness in the passing of the Tom Connor, President of Hurst-Rosche Engineering in Hillsboro. SCHEDULE CHANGES: Plunkett reminded members of the special HWE Committee meeting for Wednesday, May 09, 2007 at 8:30 AM for the purpose of conducting job interviews for Animal Control Officer. APPOINTMENTS: No appointments at this time. PAY BILLS: Motion by Jagodzinski, second by Sielschott 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, June 12th, 2007 at 8:30 AM in the County Board Room, Historic Courthouse, Hillsboro, Illinois. Motion by Myers, second by Miles to adjourn the Full Board Meeting. All in favor, motion carried. Meeting adjourned at 9:28 AM. Minutes respectfully submitted and recorded by Montgomery County Clerk and Recorder Sandy Leitheiser.