July 10th, 2007

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Montgomery County Board Minutes For Tuesday, July 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, July 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 Durbin, second by Aumann 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, June 12th, 2007. All in favor, motion carried. CONSENT AGENDA: 1. Circuit Clerk’s Report – submitted. 2. County Treasurer’s Report – submitted. 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 – submitted. 7. Public Defender’s Report – submitted. 8. Probation Office Report – Banee Ulrici was present for questions. 9. 911 Report – submitted. APPROVAL OF 9 ITEMS ON THE CONSENT AGENDA: Motion by Dean, second by Kuchar 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 Coordinating Committee action would be reported under other Committee Reports. ROAD AND BRIDGE COMMITTEE REPORT: Given by Chairman Bonnie Branum as follows: 1. Nokomis Township Bridge, North 24th Avenue: Branum reported that Nokomis Township Bridge on North 24th Avenue has been completed and the road is open. 2. Chapman T Bridge: Branum reported that Yamnits & Associates put in the low bid of $530,304.87 to complete work on the Chapman T Bridge. The State will finalize paperwork in a few weeks so construction may begin on August 1st, 2007. 3. Intersection of Raymond/Nokomis Blacktop: Branum stated that IDOT will do a field visit at the North Road intersection of the Raymond/Nokomis blacktop. If warranted, signs may be put up by the State to warn motorists of the dangerous intersection. 4. IDOT Bridge Ratings: Branum stated that IDOT has recently performed bridge ratings on some of the county’s more severely deteriorated bridges, and County Engineer Ruben Boehler reported that no official report has been received from IDOT yet. 5. Continuous Bonds Required for Utilities: Branum reported that Engineer Boehler received a call from Ameren regarding the renewal of their bond for utilities. Currently the bond requirements are low ($5,000 to $10,000) and would be difficult to get money out of the bond if needed. Illinois Statute makes the utility company liable for damages which result from their facilities. Branum reported that Engineer Boehler has performed a quick survey of several nearby counties, a majority of which do not require a continuous bond. However, one (Wayne Co.) does require a Certificate of Insurance rather than a bond. The County Engineers Association will be contacted for a survey of other county policies regarding bonds versus insurance for utilities. 6. Road & Bridge Tour: Branum stated that a tour of Montgomery County’s roads and bridges has been scheduled for Monday, July 16th, 2007 at 8:30 AM to begin at the Highway Department. The Health Department van will be used for the tour. 7. ICC – At-Grade RR Crossing Improvement in Zanesville Township, Ogden Road & Rossi Avenue: ICC has requested a cost estimate for roadway improvements to Ogden Road & Rossi Avenue where the roads intersect the N&S Railroad. These safety improvements are part of the Illinois Commerce Commission’s FY 2008-20012 Crossing Safety Improvement Program, 5-Year Plan. 8. Public Hearing for Fox Trail: Branum reported that the Public Hearing to relocate Fox Trail, which is south of Coffeen, was held Tuesday, June 26th, 2007. There were no objections to Ameren’s request to close Fox Trail and build a different road just north of the old one. FINANCE COMMITTEE REPORT: Given by Chairman Bill Sielschott as follows: 1. DEVNET Proposal and Presentation: Sielschott reported that the committee has been looking at some ways to improve the current tax cycle procedures, and stated that a vendor change from Manatron to DevNet is being considered, which may not correct all problems, but may help. He reported that the abstract needed for the Illinois Department of Revenue to calculate the tentative multiplier was recently sent by the Supervisor of Assessments office, and he encouraged members to contact their legislators for their assistance with Illinois Department of Revenue procedures. Sielschott also stated that Nokomis School Board members Dave Hadley and Dave Schweizer were present to voice their concern about the lateness of property taxes and the negative impact on their district. 2. Approval to Ratify Montgomery County’s Mineral Lease with BPI: Sielschott reported that in December 2005, former County Board Chairman Havera and BPI representative Dan Anderson recalled signing the Mineral Lease agreement. Although the minutes from the December 2005 meeting reflect the signing of the lease, neither BPI nor the County can find an original signed lease. State’s Attorney Matoush has reviewed the unsigned lease and recommended to the County Board and BPI that the Mineral Lease be ratified. Sielschott stated there have been no changes in the verbiage of the original lease. Motion by Sielschott, second by Miles to approve the Ratification of the Mineral Lease with BPI. All in favor, motion carried. (See Resolution Book 7, pages 189-192). 3. Approval to Ratify 12,000 Acres to be Added to the Mineral Lease with BPI: Sielschott stated that the County has acquired 12,000 acres of land in the Bois D’Arc, Pitman Township area. The acres were offered at a tax sale, but no one was interested in purchasing them, so they have been put in the County Trustee’s name. Sielschott stated that this area has already been mined out and BPI is inquiring about adding the 12,000 acres to the mineral lease. The committee will review and recommend to the full board next month. 4. Senior Citizens Budget Requests: Sielschott commended the Senior Clubs for getting their budget requests in on time. 5. Approval of 4th Quarter Report from Regional Office of Education: Sielschott stated that the Regional Office of Education had submitted their fourth quarter report. The report is required by law to be submitted and approved by the County Board. Motion by Sielschott, second by Beck to approve the Regional Office of Education’s 4th quarter Report. All in favor, motion carried. (See Resolution Book 7, page 193). 6. Update of 2007 payable 2008 Levy: Sielschott stated that the Ambulance Districts continue to turn in their levies and some have increased, but the county is hoping to stay under the Truth In Taxation 5% threshold. 7. Budget Hearing Dates: Budget hearing dates will be Wednesday, July 25, Friday, July 27 and Monday, July 30th, 2007 starting at 8:00 am in the County Board Room. 8. Witt Property Update: Sielschott reported that the County owns three lots in the City of Witt that were acquired through tax sale. The City of Witt was asked if they wanted them but they are not interested in the lots. HWE COMMITTEE REPORT: Given by Chairman Bob Durbin as follows: 1. Approval to Purchase Copier for County Clerk’s Office from Elections Budget: Durbin reported that the County Clerk’s Office is in need of a new copier before the next election. The current copier was purchased in 1999 and has made almost 700,000 copies to date. Tom Day Business Systems has proposed a copier in the amount of $7,034.00 plus the annual maintenance contract. Leitheiser stated that the new copier has networking capabilities that allows one to print directly from a computer to the copier. Motion by Durbin, second by Downs to approve the purchase of a copier from Tom Day Business Systems in the amount of $7,034.00 plus maintenance contract for the County Clerk’s Office. All in favor, motion carried. 2. Update/Approval Recycling: • Drop Off Area for Coffeen: Durbin stated that the City of Coffeen is looking for a drop off area for Recycling. County Coordinator Daniels will attend the Coffeen City Council meeting on Monday, July 16th, 2007 to talk about the County Recycling Program. • Revenue & Expense Update: Durbin reported on year to date revenues from the Recycling Center Program. A total of $97,283 has been deposited so far this year and the program is currently waiting on payment for approximately $13,237 of material that has been shipped in the last couple of months. 3. Animal Control Facility Update: Durbin reported that the committee is waiting for construction cost figures from Hurst-Rosche for the Animal Control Facility. PERSONNEL COMMITTEE REPORT: Given by Chairman John Downs as follows: 1. Probation Part-Time Position: Downs reported that Banee Ulrici was present to inquire about adding a part time position in the probation office, due to caseload increases. The committee will recommend this additional position to the Finance Committee during budget hearings. 2. Personnel Policy Manual: Downs stated that the Personnel Manual is close to being finalized. 3. Recycling Center Union Petition Update: Downs stated that there will be a special Personnel Committee meeting on Thursday, July 12th, 2007 at 6:00 PM in the PBC room to begin Union Negotiations with Recycling Center Employees. BUILDINGS AND GROUNDS COMMITTEE REPORT: Given by Chairman Terry Bone as follows: 1. Update on the Historic Courthouse Use Analysis: Bone reported that Hurst-Rosche Engineering is doing a study that will show how the courthouse could be utilized to its fullest for office and storage space. Hurst-Rosche Engineering will present the feasibility study at next month’s committee meeting. 2. Update on Property Acquisition: Bone stated that the attorney for the Hicks property is working on a title commitment. State’s Attorney Matoush will advise the committee on a closing date. Daniels will prepare bid specs for building demolition for the next committee meeting. 3. Update/Approval on Postage Machines: Bone reported that the new mail machines are in and operational, and the old meters have been sent off to get a refund of the postage still on the meters for a combined refund amount of $7,647.43. 4. Approval of Young’s Roofing Proposal: Bone stated that the committee discussed a price quote to replace the rubber roofing on the south porch of the Historic Courthouse, with Young’s Roofing proposing $2,890.00 to replace the roofing. Motion by Bone, second by Myers to approve $2,890.00 for Young’s Roofing to replace the rubber roofing on the south porch of the Historic Courthouse. All in favor, motion carried. 5. Update/Approval County Farm Lease: Bone stated that Jason Anderson who has leased the County Farm since 1997 has asked for another three year lease with the County. There is currently 122.3 acres of ground that is leased by Anderson at $103.00 per acre, and Anderson has made several improvements to the County Farm during the lease time period. Motion by Bone, second by Dean to approve renewing the County Farm Lease with Jason Anderson. Member Helgen inquired if the proposed Animal Control Facility to be located on the County Farm property will reduce the acreage maintained by Anderson in the Lease agreement. Bone confirmed that the Animal Control Facility and water and sewer lines that will be placed on the County Farm will cut back Anderson’s acreage, but he will be compensated for any crop loss. Motion to approve renewing the County Farm Lease with Jason Anderson. All in favor, motion carried. (For copy of County Farm Lease, see Land Records System in Recording Office). EMA/AMBULANCE COMMITTEE REPORT: Given by Chairman Dennis Jagodzinski as follows: 1. Ambulance Call Reports: A summary of monthly operations for June 2007 is as follows: Total calls: 321; Total amounts billed: $165,289.00; collected: $110,275.60. 2. Director Holmes Report: • Resignation of Amy Jeffers: Jagodzinski reported that Amy Jeffers resigned at the end of June and expressed appreciation for all the help and assistance she gave the office while Brazel was being trained. • Salary Increase: Jagodzinski stated that Holmes has requested a salary increase for EMA/Ambulance Committee staff person Cathy Ulrici, which the EMA/Ambulance Committee will recommend to the Finance Committee during budget hearings. • Approval of the IESMA Mutual Aid Agreement: Jagodzinski stated that the EMA/Ambulance Committee is recommending the passage of a Mutual Aid System Agreement with IESMA (Illinois Emergency Services Management Agency). Motion by Jagodzinski, second by Bone to approve the Mutual Aid Agreement with IESMA. All in favor, motion carried. (See Resolution Book 7, pages 194-206). • Mercury Spill Update: Jagodzinski reported that the hazardous material from the mercury spill was retrieved from the Litchfield Gun Club on June 26th, 2007, and thanked retired State Police Officer and Litchfield Gun Club representative Brad Ozee for all his help. • 5 Area 2008 Ambulance Service Budgets: Jagodzinski stated that all five Area Ambulance Service budgets for 2008 have been turned in and the amounts have been given to the Treasurer’s Office. • Litchfield Ambulance Service Contract: Jagodzinski stated that Litchfield has not turned in a signed Ambulance Service Contract yet, but they are currently working on it. • MABAS Training Session: Jagodzinski stated that Holmes attended the MABAS training session on Radiation Detectors on June 7th in Salem, IL, where Radiation Detectors were given out by MABAS. Each County Fire Service will receive one radiation detector after each department attends a short training session about its use. • HazMat Trailer: Jagodzinski stated that the HazMat trailer will be in the Raymond Parade on July 4th and the Nokomis Parade on July 7th. • HazMat Meeting: Jagodzinski stated that there was a very good turn out at the last HazMat meeting in Taylor Springs, and Mayors and City/Village Council Members from Panama, Coffeen, and Taylor Springs attended. The next HazMat meeting will be July 26th, 2007 at 6:00 PM at the Raymond Fire Station. ECONOMIC DEVELOPMENT COMMITTEE REPORT: Given by Chairman Ron Deabenderfer as follows: 1. Update of Enterprise Zone Mayors Meeting to Approve the Addition of Territory in Nokomis, Coalton and Wenonah Area to the Montgomery County Enterprise Zone: Deabenderfer reported that the County Enterprise Zone Mayors met and approved the addition of territory to the County Enterprise Zone in Coalton, Nokomis and Wenonah Area. 2. Approval of Ordinance #07-12 Amending the Montgomery County Enterprise Zone Ordinance to Add Territory in South Litchfield Township: Deabenderfer reported that the committee was informed that the Enterprise Zone Committee also approved the addition of territory in the South Litchfield Township area to the Montgomery County Enterprise Zone. The County Board must approve an amendment to the Montgomery County Enterprise Zone Ordinance for the addition of this territory totaling approximately 400 acres (.625 sq. mile) in South Litchfield Township to the Montgomery County Enterprise Zone. Motion by Deabenderfer, second by Aumann to approve Ordinance #07-12 Amending the Montgomery County Enterprise Zone Intergovernmental Agreement to Add Territory in South Litchfield Township. All in favor, motion carried. (See Resolution Book 7, pages 207-211). 3. Update/Approval Amending the Montgomery County Enterprise Zone Intergovernmental Agreement to Add Territory in South Litchfield Township: Motion by Deabenderfer, second by Kuchar to approve the Amendment to the Montgomery County Enterprise Zone Agreement to Add Territory in South Litchfield Township. All in favor, motion carried. (See Resolution Book 7, pages 212-214). APPROVAL OF 8 COMMITTEE REPORTS & MINUTES: Motion by Blankenship, second by Matthews to approve the 8 committee reports. All in favor, motion carried. ANNOUNCEMENTS: Plunkett announced that Senate Joint Resolution #47 was signed June 28, 2007, that will designate a portion of Illinois Route 185 as “Officer Terry J. Emerick Memorial Highway” honoring fallen police officer Terry Emerick who was a Hillsboro resident. Plunkett stated that a sign dedication ceremony will be held at a later date when the current legislative session ends to Senate Sponsors Demuzio and Watson and House Sponsor Hannig may attend, and thanked County Clerk Leitheiser for all her hard work in getting the law passed allowing the signs to become reality in memory of Officer Emerick. (For copy of Senate Joint Resolution #47, see Resolution Book 7, pages 215-216). SCHEDULE CHANGES: Plunkett reminded members that there will be a special Personnel Committee meeting on Thursday, July 12th, 2007 at 6:00 PM in the PBC room to begin Union Negotiations with Recycling Center Employees. APPOINTMENTS: Motion by Bathurst, second by Helgen to approve the re-appointment of Frank Whitlock to the Three County Public Water District as Trustee for a term of five years. All in favor, motion carried. PAY BILLS: Motion by Blankenship, 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, August 14th, 2007 at 8:30 AM in the County Board Room, Historic Courthouse, Hillsboro, Illinois. Motion by Branum, second by Beck to adjourn the Full Board Meeting. All in favor, motion carried. Meeting adjourned at 9:05 AM. Minutes respectfully submitted and recorded by Montgomery County Clerk and Recorder Sandy Leitheiser.