January 8th, 2008

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Montgomery County Board Minutes For Tuesday, January 8th, 2008 – 8:30 AM The following are minutes of a regular meeting of the Montgomery County Board held at 8:30 AM on Tuesday, January 8th, 2008 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. 20 members present, 1 member 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, Richard Wendel. Members Absent: Bill Sielschott. Pledge of Allegiance to the flag was given. Mileage and Per Diem Approval: Motion by Durbin, second by Kuchar 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 Aumann to approve the Minutes of the Previously Adjourned County Board Meeting held on Tuesday, December 11th, 2007. All in favor, motion carried. Approval of Minutes of Previous Special County Board Meeting: Motion by Bone, second by Matthews to approve the Minutes of the Previously Adjourned Special County Board Meeting held on Thursday, December 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 and stated that the first distribution of tax monies has gone out at $10.4 million, which is 75% of total tax distributions. Jenkins informed members this has been a rough tax year due to the lateness and that the county should never do this again, and asked for their vigilance to oversee the process to make sure the lateness isn’t repeated. 3. County Clerk and Recorder’s Report – Sandy Leitheiser was present for questions, and distributed the county’s property tax vendor DEVNET’s schedule to all members which lists a 7/31/2008 tax bill mailing schedule, and asked that members track all county offices’ activity to make sure this important schedule is followed, and stated that the DEVNET training in her office was being completed as scheduled. She also distributed a calendar of the various US Primary Election Dates to board members. 4. Sheriff’s Report – submitted. 5. Health Department Report – Hugh Satterlee was present for questions. 6. T.B. Department Report – Sally Adams was present for questions. 7. Public Defender’s Report – submitted. 8. Probation Office Report – submitted. 9. 911 Report – submitted. 10. S.O.A. Report– submitted. APPROVAL OF 10 ITEMS ON THE CONSENT AGENDA: Motion by Downs, second by Wendel to approve the 10 office reports on the Consent Agenda. All in favor, motion carried. COMMITTEE REPORTS: COORDINATING COMMITTEE REPORT: Given by Chairman Mike Plunkett as follows: 1. Deer Run Mining Permit: Plunkett gave an update on the mining permit submitted to the State and County for Deer Run Mine. The permit has been deemed administratively complete by Illinois Department of Natural Resources and was filed in the County Clerk’s Office and with himself on December 21st, 2007. The 620 page document and maps have been scanned onto CD’s by DNR, and are now available in the County Clerk’s Office and is also posted on the County’s website at www.montgomeryco.com. A paper copy of the permit is also available for review in the County Clerk’s Office, and IDNR will be posting on their web site as well. Montgomery County has requested a Public Hearing and informal conference, which IDNR has received, but has not set a date as of yet. ROAD AND BRIDGE COMMITTEE REPORT: Given by Chairman Bonnie Branum as follows: 1. Update/Approval Bridge Repair Project: Branum stated that work has been halted on Bowles Avenue Bridge due to the weather, piles are being designed for the Rocky Hollow Bridge, and borings have been ordered for the Witt South Bridge. 2. Update/Approval ATV Usage Ordinance: Branum stated that in the State Statutes the State allows the use of ATVs for farm use. In the Montgomery County Ordinance concerning ATVs the County still requires consent from the owner, under section 2-3. This means that a farmer would need consent from the owner (County, Township, City or Private entity) to be legal. The committee discussed leaving the ordinance as is, since the State already allows the use of ATVs for farm use. 3. Update/Approval Deer Run Mine Permit: Branum reported that Boehler will meet with Road commissioners once the mine permit has been reviewed for Deer Run Mine so they can discuss their concerns with the county’s roads. 4. Update/Approval Communications Tower: Brian Demming spoke with Engineer Boehler regarding the possibility of putting the Highway Department’s Communications Antenna on the tower that Demming is putting up for his own internet usage. Branum stated that Boehler would like to wait and see what 911 will do should they create a new Communication Center and build a tower. 5. Update/Approval MFT Letting: There will be a Motor Fuel Tax Letting on Wednesday, January 9th, 2008 at 9:00 AM at the Highway Department. FINANCE COMMITTEE REPORT: Given by Vice Chairman John Downs as follows: 1. Update/Approval Bid Award for Sheriff’s Vehicles: Victory Lane Ford of Litchfield put in a bid for 8 Crown Victorias and 4 Ford Explorers in the amount of $224,333. Wright Automotive of Taylor Springs submitted a bid for the same vehicles in the amount of $211,297. The Sheriff’s Department checked the bids and recommends going with Wright Automotive in the amount of $211,297. Motion by Downs, second by Branum to approve the bid from Wright Automotive of Taylor Springs in the amount of $211,297.00 for 8 Ford Crown Victorias and 4 Ford Explorers for Sheriff’s vehicles which includes 11 trade-ins. All in favor, motion carried. 2. Update/Approval Bid Award for Sheriff’s Vehicle Cameras: The only bid that was submitted for the digital in-car video system for the Sheriff’s vehicles was from Digital Ally. Motion by Downs, second by Aumann to approve the bid of $40,250.00 from Digital Ally for 10 digital in-car video systems for the Sheriff’s vehicles. All in favor, motion carried. 3. Update/Approval Forrestal Group – Assessments: Downs reported that Gene Stuard of the Forrestal Group is continuing negotiations on the assessment of the Power Plant. The committee approved Forrestal Group to do an assessment of the four County Golf Courses in the amount not to exceed $2,250.00 for each course. Motion by Downs, second by Kuchar to approve Forrestal Group to do an assessment for each of the four county golf courses for an amount not to exceed $2,250.00 each. All in favor, motion carried. Forrestal Group will also prepare an agreement to appraise the landfill and to prepare an agreement to appraise the natural gas field at a later date. 4. Update/Approval GIS Training for Ray Durston: Downs stated new GIS Coordinator Ray Durston attended GIS Training Classes with Bruce Harris and Associates. Bruce Harris recommended to Durston that he take an ESRI class, which would cost $1,425. The committee approved for Durston to take the class, and Durston will submit a GIS Office Report each month to the Full Board, which will be added to the Consent Agenda for next month. 5. Update/Approval SOA Monthly Report: Downs stated that Julie Kiefer gave an update to the committee regarding training on DEVNET. The board will need to find a replacement on the Board of Review as Ron Buehrer has given his resignation. Kiefer will also advertise for the SOA office’s field position in May to replace Ray Durston, who is now the GIS Coordinator. 6. Update/Approval 2008 IRS Mileage Reimbursement: Starting January 1st, 2008 the IRS changed the mileage reimbursement to .505 cents per mile. Motion by Downs, second by Matthews to increase the mileage reimbursement to .50 cents per mile for all county travel, which will be effective on January 9th, 2008. All in favor, motion carried. HWE COMMITTEE REPORT: Given by Chairman Bob Durbin as follows: 1. Update/Approval Elections: Durbin stated that County Clerk Leitheiser shared a sample ballot for the Primary Election to be held on February 5th, 2008, in which there are 354 different styles of ballots. Absentee voting started on December 27th, with not been much activity to date. Early voting will be held from January 14th thru January 31st. Illinois is one of 23 States having a Primary Election or Caucus on February 5th, 2008. 2. Approval of County Truancy Ordinance# 08-01: State’s Attorney Matoush presented a final draft of the Truancy Ordinance to the committee. The purpose of the ordinance is to be able to charge the student and parent in court if they are aware of a truancy violation, and any violation of the truancy ordinance is a petty offense with a fine of $25.00 for the first offense. The Truancy Office has the statutory authority to enforce the ordinance and issue citations, which give the Truancy Officer the ability to issue citations. Motion by Durbin, second by Beck to accept and approve Truancy Ordinance #08-01 for Montgomery County. All in favor, motion carried. (For copy, See Resolution Book 8, pages 22-25). 3. Update/Approval Recycling Center Facility: The committee discussed the total revenues of the Recycling Facility for 2007. Coordinator Daniels stated that the facility shipped out 2,939,914 pounds of material in FY 2007 and collected $157,666 in revenue. The revenue collected for FY 2006 was $66,890 for 1,638715 pounds of shipped material. Daniels noted that there was about 7 to 8 truck loads of material that was processed in 2006, but not shipped until 2007 because prices on material was going to go up. Expenses exceeded revenues by $2,255 even though there was a huge increase in revenues. The additional expenditures were contributed by the used recycling truck purchased for $32,000, warehouse wall repairs for $15,000, new toters for $3,000 and a utility trailer for $4,000. Durbin stated that the Recycling Facility had a good year, but the County needs to get more people to recycle. 4. Approval of Bid Specification Work for Animal Control Facility: Durbin reported that the committee discussed the need to move ahead with constructing an animal control facility. The committee would like to have Hurst-Rosche Engineering draw up the bid specs for the building. In response to questioning by member Dean, Chairman Plunkett reported that the Stratmeyer building in Litchfield is not out of consideration for a potential site, but the county needs to move ahead with their options to have bid specifications completed so the best decision can be made. Motion by Durbin, second by Miles to approve Hurst-Rosche Engineering to draw up bid specs for the proposed Animal Control Facility. All in favor, motion carried. BUILDINGS AND GROUNDS COMMITTEE REPORT: Given by Chairman Terry Bone as follows: 1. Update/Approval Maintenance, Janitorial Staff & Cleaning Issues: Bone stated that Sheriff Vazzi was present at the committee meeting to discuss the janitorial, maintenance and cleaning issues in the Courthouse Complex and Jail. When the full time union custodian/maintenance employee was on sick leave, the Sheriff hired a temporary custodian to fill in. At the FY 2008 Budget Hearings, an additional part-time custodian position was added to the budget of Office 005 and the salary for the current full time custodian was doubled to cover a year of sick days in case the full time employee was unable to return to work. The full time custodian did come back to work last month so the committee stated that the salary allocated in Office 080 for the temporary fill-in employee should not be used. Sheriff Vazzi had stated in the committee meeting that there will be a layoff by seniority and a two week notice will be given. Bone stated that custodian Jan Wolfe would have to go to part time (6 hours per day) with no benefits to comply with the position that was created and approved at the budget hearings. 2. Update/Approval Panic Button Testing at Historic Courthouse: Bone reported that procedures to have the panic systems tested each month in the Courts Complex and the Historic Courthouse have been resolved and EMA Director Holmes will test the system each month. 3. Update/Approval Hurst-Rosche Building Use Analysis: Bone stated that the committee discussed a request to build new office space across the street from the Courthouse Complex, instead of building on to the back of the Courthouse Complex, due to the complaint that limited entrances and parking would create an inconvenience to customers and staff. 4. Update/Approval Ceiling Repair Costs: Bone reported that the repair costs for the ceiling damage and replacement at the Historic Courthouse to date is $110,433.82. 5. Update/Approval Small Garage Roof & Electricity: Bone stated that the committee approved to bid out roof repairs for the small garage roof across from the jail, which will be opened next month. Maintenance Superintendent Lloyd Meyer will check on getting electricity to the garage. 6. Update/Approval Future Parking Lot for Courthouse Complex: The future parking lot located east of the jail across the street will be rocked this spring with concrete approaches. 7. Update/Approval Fire, Life & Safety Issues: Bone reported that the committee approved sending a memo out to all offices that prohibits the use of household electrical cords and space heaters, which is our insurance company’s recommendation. The county’s insurance company also inspected the Historic Courthouse and found some safety issues that will be addressed. EMA/AMBULANCE COMMITTEE REPORT: Given by Chairman Dennis Jagodzinski as follows: 1. Ambulance Call Reports: A summary of monthly operations for December 2007 will be given at next month’s full board meeting, as Litchfield does not have all their reports in. 2. Director Holmes Report: · Ambulance Billing Problems: Jagodzinski stated that there was a meeting with City of Litchfield regarding ambulance billing forms and problems. Another meeting will be scheduled to further discuss issues. · Under Budget: Jagodzinski reported that the EMA/Ambulance Office came in $12,496.02 under budget for 2007. · City Lakes Emergency Plan Meeting: Jagodzinski stated that there was a meeting on December 20th with the City of Hillsboro and Hurst Rosche Engineers regarding a city emergency plan for the two city lakes. The Department of Natural Resources had two representatives at the meeting. · Regional Meeting: A Regional Meeting was held in Fairview Heights on December 18th that Director Holmes attended. · May 1st Emergency Exercise: A Countywide Emergency Exercise will be held as required by NIMS and LEPC. · Panic System Tests: Holmes will attend the Building and Grounds meeting in January to discuss testing of the panic buttons in the Historic Courthouse. PERSONNEL COMMITTEE REPORT: Given by Chairman John Downs as follows: 1. Update/Approval Union Negotiations: The next union negotiations will be held on Wednesday, January 16th, 2008 at 8:30 AM in the PBC meeting room. 2. Update/Approval Personnel Manual: Downs reported that the committee reviewed changes in the Personnel Manual regarding classifications of employees, ID Badge Policy, etc… Employee exempt list will be incorporated. The board will be asked to vote on the manual at the Full Board meeting in February. Pending approval, the Personnel manual changes will become effective on March 1st, 2008. 3. Update/Approval of Union Grievance: Downs stated that the committee discussed a union grievance that was submitted regarding Fiscal Year 2008 raises for the Sheriff’s Dispatchers and 911, and the committee denied the grievance. The committee also discussed a grievance that was submitted by the Highway Department and will get clearer language in the next Highway Union Contract. Downs stated that the committee will review the situation with the State’s Attorney and give their decision at a later date. ECONOMIC DEVELOPMENT COMMITTEE REPORT: Given by Chairman Ron Deabenderfer as follows: 1. Update/Approval Butler/Hillsboro Abandoned Rail Line: Deabenderfer stated that local appraiser Kent Aumann will appraise the abandoned rail line property on January 4th, 2008 and return the completed appraisal to the County on January 11th, 2008. Coordinator Daniels will get the legal description to Assistant State’s Attorney Betsey Wilson so that she can draft a “Letter of Intent.” IDNR would like to review the Letter of Intent before it is sent to current owner Mr. Kee. 2. Update/Approval MCEDC: The Montgomery County Economic Development Corporation had a board meeting on Monday, January 7th, 2008, with 11 of 12 Board members present. Deabenderfer reported that the Workforce Development Committee of MCEDC is working to get grants for distance learning, and MCEDC has also been working with four counties: Montgomery, Macoupin, Greene and Jersey, for Regional Economic Development Planning. The MCEDC Annual meeting will be held on January 29th, 2008 at 6:00 pm at the Hillsboro Country Club. 3. Update/Approval Broadband: Deabenderfer stated that the Rural Broadband Committee is reviewing the 5 vendors that submitted proposals. The next step will be to rank the proposals submitted by the vendors at their January meeting. 4. Update/Approval Mining Permit: Deabenderfer reported that the Montgomery County Board requested a Public Hearing and informal conference on December 21st, 2007 when the Deer Run Mine Application #399 was submitted and deemed complete by IDNR. APPROVAL OF 8 COMMITTEE REPORTS & MINUTES: Motion by Bathurst, second by Blankenship to approve the 8 committee reports. All in favor, motion carried. ANNOUNCEMENTS: Plunkett reported that the Annual Open House for the Montgomery County Senior Center will be on Monday, January 14th, 2008 from 1:00 PM until 3:00 PM, and all members are invited to attend. SCHEDULE CHANGES: Plunkett reminded committee members that there will be a Motor Fuel Letting on Wednesday, January 9th, 2008 at the Highway Department. Plunkett reminded committee members that there will be a special Personnel Committee meeting on Wednesday, January 16, 2008 at 8:30 AM in the PBC room for Highway Union Negotiations. PAY BILLS: Motion by Beck, second by Jagodzinski to pay all approved bills. All in favor, motion carried. For itemized listing of bills paid, refer to Accounts Payable Book for FY 2008. ADJOURN: Until the Full Board Meeting on Tuesday, February 12th, 2008 at 8:30 AM in the County Board Room, Historic Courthouse, Hillsboro, Illinois. Motion by Matthews, second by Myers to adjourn the Full Board Meeting. All in favor, motion carried. Meeting adjourned at 9:10 AM. Minutes respectfully submitted and recorded by Montgomery County Clerk and Recorder Sandy Leitheiser.