August 14th, 2007

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Montgomery County Board Minutes For Tuesday, August 14th, 2007 – 8:30 AM The following are minutes of a regular meeting of the Montgomery County Board held at 8:30 AM on Tuesday, August 14, 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. 19 members present, 2 members absent. Members Present: Nelson Aumann, Mary Bathurst, Connie Beck, Terry Bone, Bonnie Branum, Ronald Deabenderfer, Toby Dean, John Downs, Robert Durbin, Ed Helgen, Dennis Jagodzinski, Sharon Kuchar, Joyce Matthews, Gene Miles, Roger Myers, Dale Ogden, Mike Plunkett, Bill Sielschott, Richard Wendel. Members Absent: George Blankenship, Frank Komor Pledge of Allegiance to the flag was given. Mileage and Per Diem Approval: Motion by Aumann, second by Helgen 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 Dean to approve the Minutes of the Previously Adjourned County Board Meeting held on Tuesday, July 10, 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 – submitted. 6. T.B. Department Report – Newly hired T.B. Dept. Representative Sally Adams was present and welcomed by Chairman Plunkett. Adams asked if members had any questions about the T.B. Report, and offered to provide a more extensive report if requested. 7. Public Defender’s Report – submitted. 8. Probation Office Report – submitted. 9. 911 Report – submitted. APPROVAL OF 9 ITEMS ON THE CONSENT AGENDA: Motion by Kuchar, second by Branum 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 discussion would be reported under other Committee Reports. ROAD AND BRIDGE COMMITTEE REPORT: Given by Chairman Bonnie Branum as follows: 1. Update/Approval Bid Letting: Bids were opened for TBP, Butler Grove Township, Butler Avenue Bridge, 803 B-CA. Bidders were as follows: County Contractors, Inc., Quincy, IL - $314,396.15 with all paperwork completed. Yamnitz & Associates, Fieldon, IL - $242,239.38 with all paperwork completed. RL Brink, Quincy, IL - $293,215.00 with all paperwork completed. Motion by Branum, second by Downs, to accept the low bid of $242,239.38 from Yamnitz & Associates. All in favor, motion carried. 2. Irving-Coffeen Road Update: Branum reported that concerns were addressed regarding truck traffic on the Irving/Coffeen Road due to work being done at Ameren Power Plant. There will be a short term high traffic period due to construction of the scrubbers at the power plant, and once the scrubbers are built there will be about ten trucks of lime going to the plant each day. If a load limit is placed on the Irving/Coffeen Road, it would affect all traffic including farm equipment. The County Highway road is currently holding up under the increased truck traffic, but is starting to show signs of wear. Ameren was requested to ask their contractor to refrain from using the County Highways due to the early warning signs of distress, and is complying with this request. There is a curve on the Irving/Coffeen Road near Irving that Engineer Boehler will also look at to assess the subbase structure. 3. Fox Avenue Relocation Update: Construction will start sometime next month on the relocation of Fox Avenue. Fox Avenue will be relocated approximately ½ mile north of its current location. 4. Rossi Avenue at grade RR crossing Update: Boehler stated that he completed the preliminary engineering and cost estimate for grade improvements to the railroad crossing at Rossi Avenue as requested by the Illinois Commerce Commission, which totals $100,000. Boehler sent a letter to the ICC asking them to consider funding through another source due to Zanesville Township not having local funds available. 5. Chapman T Bridge Update: Branum reported that everything is on schedule for the Chapman T Bridge project. Once IDOT schedules a pre-construction meeting with Yamnitz & Associates and the County, construction will begin, which should get underway next week. FINANCE COMMITTEE REPORT: Given by Chairman Bill Sielschott as follows: 1. DEVNET Proposal Approval: Sielschott stated that the committee reviewed a signed letter from office holders which recommended changing the Real Estate Tax computer software used by the county from Manatron to DEVNET. A cost comparison sheet was also reviewed comparing DEVNET to Manatron, and DEVNET offered better pricing for their Windows based system, with DEVNET proposing $183,884 for a four year contract as compared to Manatron’s proposal of $244,976 for a four year contract. Sielschott also stated that Clerk Leitheiser surveyed 39 other counties that use DEVNET’s services for their taxing system and received good responses about the DEVNET system. Also, the State’s Attorney has favorably reviewed the contract, and a hands-on demonstration of DEVNET’s system was given to all office staff members who use the tax software. Sielschott reported that the system should help get the County Property Tax system back on track by the next tax season, but if the County still can not get back on track, as a last resort DEVNET will offer an Accelerated Billing System for 2008 taxes payable 2009. Current tax vendor Manatron currently can not offer an Accelerated Billing System. Motion by Sielschott, second by Aumann to approve a four-year contract with DEVNET in the amount of $183,884. All in favor, motion carried. (For copy of Office Holder letter and Cost Comparison Sheet, see Resolution Book 7, pages 217-218). 2. 2007 Levy, Truth and Taxation Update: Sielschott reported that in reviewing a report regarding the 2007 Levy from the Treasurer’s Office, the levy’s percentage increase is currently at 4.9736, and some ambulance districts have increased their levies. The percentage may increase slightly, but will not go over 5%. Motion by Sielschott, second by Bathurst to approve that the County Levy which will not go over 5% and there will be no public hearing. All in favor, motion carried. (See Resolution Book 7, page 219). 3. Supplemental Memorandum of Mineral Lease with BPI to add 12,000 acres of County Owned Mineral Rights in Bois D’Arc Township Approval: Sielschott reported that the County has obtained 12,000 additional acres of mineral rights in Pitman, Harvel and Bois D’Arc Township from the County Tax Sale, and according to the original Mineral Lease contract with BPI if the County obtains any additional acreage then BPI would also acquire the same acreage. The State’s Attorney reviewed the supplemental memorandum of the Mineral Lease and also endorses it for approval. Motion by Sielschott, second by Jagodzinski to approve the Supplemental Mineral Lease with BPI. Discussion: Member Ed Helgen inquired if this lease would be just for the methane gas rights, and not the coal rights, and Sielschott answered that this is for the methane gas rights. All in favor, motion carried. (For copy of recorded Supplemental Memorandum of Mineral Lease, see Resolution Book 7, pages 220-228). HWE COMMITTEE REPORT: Given by Chairman Bob Durbin as follows: 1. Elections Update: Durbin stated that the omnibus Elections Bill (SB 662) is still being heard, and action may be taken before the session closes, according to the County Clerks Association’s lobbyist. 2. North Litchfield #5/#6 Polling Place Change Approval: Durbin reported that Clerk Leitheiser completed researching the need to change the Polling Place for North Litchfield #5 and #6 precincts and Union Avenue Christian Church representatives informed her that the ADA renovation project for the larger fellowship hall will not be completed before the next Election season. Because of the large voter turnout expected, Leitheiser looked at neighboring potential polling place sites and received input from two long-serving Election Judges. Leitheiser requested that committee members approve the change of the Polling Place to the West Entrance of the Litchfield First Baptist Church, which is one block north of the current polling place and currently meets all ADA requirements. This Polling Place location is outside of the Precincts’ boundaries, but can be used according to law because no suitable polling place can be found inside the precincts. Motion by Durbin, second by Downs to approve moving the Polling Place for North Litchfield #5 and #6 precincts from the Union Avenue Christian Church to the West Entrance of the Litchfield First Baptist Church. Discussion: When asked, Durbin confirmed that the location is only 1 and ½ blocks from current location. All in favor, motion carried. 3. Illinois 2nd Amendment to the Constitution Resolution Update: Durbin reported that Ray Luebert of Hillsboro was present at the committee meeting to present a Resolution regarding the 2nd Amendment to the Constitution that opposes the enactment of any legislation that would infringe upon the Right of the People to keep and bear arms and consider such laws to be unconstitutional and beyond lawful Legislative Authority. Durbin stated that the resolution has stemmed from a bill up in northern Illinois. The State’s Attorney is currently reviewing the Resolution and will make a recommendation soon so the committee will have more information about it at next month’s board meeting. 4. Animal Control Facility Engineering Update: Durbin reported that Scott Hunt with Hurst-Rosche Engineering presented the design costs and options for the proposed Animal Control facility. There will be a special meeting on Friday, August 17th, 2007 at 8:30 am to further discuss the facility. Durbin reported that the costs were more than anticipated. Durbin also stated that the County Vet is increasing some of his fees and this will be discussed further at Friday’s special meeting. 5. Electronic Recycling Drive from ATR (Advanced Technology Recycling) Update: Durbin reported that Advanced Technology Recycling (ATR) from Pontiac, Illinois gave a presentation to the committee on electronic recycling and discussion took place on the possibility of doing a county wide Electronics Recycling Day. The cost of doing an electronics recycling drive would be based on the weight of the material dropped off, and Durbin stated that the electronic recycling drive could cost up to $4,000 to $5,000. The committee will discuss further at next month’s meeting. 6. Recycling Center Facility Approval: Durbin reported that the committee reviewed one proposal from Bernie Leitschuh in the amount of $11,640 to repair all the walls in the 40’ x 90’ shipping room of the recycling center with work completed before winter. Motion by Durbin, second by Helgen to approve repairs to the Recycling Center in the amount of $11,640. All in favor, motion carried. BUILDINGS AND GROUNDS COMMITTEE REPORT: Given by Chairman Terry Bone as follows: 1. Historic Courthouse Use Analysis Update: Bone reported that Hurst-Rosche has submitted 2 options for the use analysis of the Historic Courthouse Offices. The committee had asked for a 3rd option, which will be reported on at the August Coordinating Committee meeting. 2. Historic Courthouse Accessibility Issues Update: Bone reported that the committee reviewed an email from Jim Sredzinski of IPMG, the county’s Property & Casualty Insurance Company, regarding accessibility issues at the Historic Courthouse. The memo has been sent to Brent Lance at Hurst-Rosche Engineers to incorporate these items into the Analysis Report. 3. Bid Opening for Demolition and Property Clean Up on Brailey and N. Main in Hillsboro Update: Bone stated that the committee advertised for bids on demolition and property clean up for the property on Brailey and N. Main Street, but no bids were received, so it will be re-bid. Bone stated that the transfer closing of the property took place a couple of weeks ago and community service workers have been out mowing and cleaning up the lot. The existing garage will be utilized for storage of lawn equipment for the jail and courthouse grounds. The Hillsboro Fire Department has put in a request to use the house on Brailey and N. Main Street for smoke training. 4. Repairs to Historic Courthouse South Side Porch Roof Update: Young’s Roofing will start repairs on the south side porch of the Historic Courthouse when the temperatures are cooler. 5. Old Settlers Information Tables: Bone stated that there will be two information tables about Recycling and Animal Control set up on the south west side of the Historic Courthouse lawn during Old Settlers. Educational handouts regarding these two County Programs will be issued and volunteers will be there to answer questions from the public. EMA/AMBULANCE COMMITTEE REPORT: Given by Chairman Dennis Jagodzinski as follows: 1. Ambulance Call Reports: A summary of monthly operations for July 2007 is as follows: Total calls: 354; Total amounts billed: $183,439.00; collected: $83,120.49. 2. Director Holmes Report: • EMA Services: Jagodzinski reported that EMA was called out on July 19th around 5:30 PM to give support of food and water to law enforcement during a five hour standoff with a possible suicide suspect in Witt. • HazMat Operations Class: Jagodzinski reported that HazMat Operations Classes will begin on September 5th, The class will meet every Wednesday from 6:00 PM to 10:00 PM, and the first class will be held at the Raymond Fire Station and classes will then rotate around to different fire stations. • Emergency Preparedness: Health Dept. Nurse Dolores Wheelhouse will be setting up a planning session for Montgomery County Emergency Preparedness on Sept. 26th. The Health Department, EMA, and 911 will be hosting the session, which will also include the County LEPC. • National Weather Service: Jagodzinski reported that the National Weather Service issued an excessive heat warning recently, which began on Sunday, August 5th and ran through Friday, August 10th until about 7:00 PM. Due to the warning there were ten cooling stations available in Montgomery County, which were open from Noon to 8:00 PM each day. 911 had a toll free number (1-877-532-9911) just for this purpose, and dispatchers took information and EMA contacted the proper community for opening a cooling station. • Excess HazMat Equipment: Jagodzinski stated that Jerry Hefley received a call from Bob Marfell with the Springfield Fire Department/HazMat Team, and they have an overabundance of level A suits, level B suits, large sizes of boots, and other items they would like to donate to Montgomery County’s HazMat Team. • FEMA Trailers for Sale: There are currently some FEMA trailers for sale in Selma, Alabama. The trailers are 28 feet to 38 feet, which could make an excellent portable office, mobile command center, etc. The cost of the trailer is $1,900. The fee to contract haul from Selma, Alabama ranges from $1,300 to $1,500 in addition to the $1,900 cost of the trailer. • Litchfield Ambulance: Jagodzinski reported that Litchfield Ambulance still had not turned in a signed contract for 2007, and he was assured that the contract will be signed before next month’s committee meeting. Jagodzinski stated that 2008 contracts will be sent out in October. • Fire Service Training for Radiation Detectors: Jagodzinski reported that there was training for the radiation detectors for Fire Services on August 2nd. Five of the ten fire departments attended the training and picked up their new detectors. Holmes stated that EMA will need to schedule another training night to get the other five departments together so that they can finish dispensing the equipment. • County EOP: The County Emergency Operations Procedure Manual will be mailed out on a compact disc. The following services will receive a copy; all mayors, fire services, law enforcements, hospitals and EMS (EMS portion only), County Highway Department. Some have already received copies; County Board, County Board Chair, and Vice Chair, Clerk/Recorder, Treasurer’s Office, County Sheriff, State’s Attorney, 911, IEMA, EMA Office, and Public Health. • ID Badges: Jagodzinski stated that the committee reviewed a few templates of id badges and decided on one format and color. ECONOMIC DEVELOPMENT COMMITTEE REPORT: Given by Chairman Ron Deabenderfer as follows: 1. Resolution #07-13 for West Central Development Council for Economic Development Comprehensive Planning Activities Approval: Deabenderfer stated that the committee reviewed a resolution in support of the West Central Development Council Comprehensive Planning Activities and are now submitting it for Board approval. Motion by Deabenderfer, second by Myers to approve the WCDC Comprehensive Planning Activities Resolution #07-13. All in favor, motion carried. (See Resolution Book 7, page 229-230 for Resolution and Chairman’s Letter of Support). 2. Meeting Date Change for September: The regular Economic Development meeting that was scheduled for September 5th, 2007 has been changed to Wednesday, August 29th. The committee will meet at its regular time and location of 6:00 PM in the County Board Room. PERSONNEL COMMITTEE REPORT: Given by Chairman John Downs as follows: 1. ID Badge Policy Update: Downs stated that the committee reviewed and discussed ID badge types. The employee’s name, picture and department will be put on the badge. On the reverse will be an address to mail if card is found. A list of employees by department will be given to the Health Department to schedule picture taking. The County Board Members will get their pictures taken after a full board meeting. 2. Recycling Center Union Petition Update/Approval: Downs asked that the board go into executive session… • Motion by Downs, second by Bone to enter into Executive Session to discuss the Recycling Center Union Contract. All in favor, motion carried. EXECUTIVE SESSION HELD. • Motion by Downs, second by Bathurst to return from Executive Session. All in favor, motion carried. • Motion by Downs, second by Beck to approve the Recycling Center Union Contract with Local 773 for a four year period from 8/14/2007 to 11/30/2010. All in favor, motion carried. APPROVAL OF 8 COMMITTEE REPORTS & MINUTES: Motion by Kuchar, second by Durbin to approve the 8 committee reports. All in favor, motion carried. SCHEDULE CHANGES: Plunkett reminded members that there will be a special HWE Committee meeting on Friday, August 17th, 2007 at 8:30 AM in the County Board room to discuss the Animal Control facility. Plunkett stated that the regularly scheduled Economic Development meeting for September has been changed to Wednesday, August 29th, 2007 at 6:00 PM in the County Board room. APPOINTMENTS: Motion by Helgen, second by Bone to re-appoint Brenda Johnson to the Montgomery County Tuberculosis Care and Treatment Board. Ms. Johnson’s term will begin immediately and expire on June 30th, 2010. All in favor, motion carried. Motion by Sielschott, second by Matthews to appoint Gene Mitchell to the Litchfield Airport Authority to complete the vacated term of Ted Elizondo. Mr. Mitchell’s term will begin immediately and expire June 30, 2008. All in favor, motion carried. Motion by Bathurst, second by Myers to appoint Bill Fleming to the Litchfield Airport Authority to complete the vacated term of Phil Sisson. Mr. Fleming’s term will begin immediately and expire June 30th, 2012. All in favor, motion carried. PAY BILLS: Motion by Jagodzinski, second by Durbin 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, September 11th, 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 9:15 AM. Minutes respectfully submitted and recorded by Montgomery County Clerk and Recorder Sandy Leitheiser.