October 9th, 2007

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Montgomery County Board Minutes For Tuesday, October 9th, 2007 – 8:30 AM The following are minutes of a regular meeting of the Montgomery County Board held at 8:30 AM on Tuesday, October 9th, 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. 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, Frank Komor, Sharon Kuchar, Joyce Matthews, Gene Miles, Roger Myers, Dale Ogden, Mike Plunkett, Bill Sielschott, Richard Wendel. Members Absent: Dennis Jagodzinski Pledge of Allegiance to the flag was given. Mileage and Per Diem Approval: Motion by Aumann, 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 Matthews to approve the Minutes of the Previously Recessed County Board Meeting held on Tuesday, September 11th, 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 and stated that the petition filing period for candidates for the General Primary Election to be held February 5, 2008 will be held from October 29th thru November 5th, 2007. 4. Sheriff’s Report – Jim Vazzi was present for questions. 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. APPROVAL OF 9 ITEMS ON THE CONSENT AGENDA: Motion by Beck, second by Downs to approve the 9 office reports on the Consent Agenda. All in favor, motion carried. COMMITTEE REPORTS: COORDINATING COMMITTEE REPORT: ECONOMIC DEVELOPMENT COMMITTEE REPORT: Given by Chairman Ron Deabenderfer as follows: Hillsboro Energy LLC Coal Company Presentation: Deabenderfer introduced Roger Dennison of Hillsboro Energy LLC to discuss the permitting process for the coal mine. Dennison gave a power point presentation highlighting the requirements of the permit before submission to the Illinois Department of Natural Resources. (See Resolution Book 7, pages 276-299). After the presentation, Deabenderfer asked how long the coal permit’s administrative review process would take, and Dennison responded that it generally takes 6 to 8 weeks. At Chairman Plunkett’s request, Dennison stated that once the permitting process is complete, he would come back and give an update on the rest of the plans for the mine, and said he would be available after the meeting should anyone have questions about his presentation. 1. Butler/Hillsboro Abandoned Rail Line update: Deabenderfer introduced Richard Slepicka and Ken Schaal with NAGs (Natural Area Guardians), which is a subcommittee of the Soil and Water Conservation District. Slepicka stated that NAGs works with land preservation needs and their organization is asking that the board consider purchasing an old rail line that lies between Butler and Hillsboro for the purpose of assisting the Village of Butler with a sewer line it would like to extend to the City of Hillsboro and for land preservation purposes. This property is a 2.8 mile strip, approximately 100’ wide, and is approximately 28 acres. Mr. Kee of Staunton currently owns the property, and has approached NAGs regarding the property’s preservation and potential sale at a price of $75,000. The rail line was built back in the 1850’s and is contiguous to the Bremer Sanctuary, a current preservation area. Slepicka stated that NAGs does not have the funds to purchase the property so the group is asking the county to purchase it, and then deed it to NAGs at no charge, with the requirement that NAGs would provide the upkeep, maintenance, etc… and preservation of the property as a walking/hiking trail. He also said the deed could be written so that any grant money NAGs would obtain for the property’s preservation would be returned to the county to offset the cost of the initial purchase. Member Bathurst asked Slepicka if he saw any negatives to the purchase of the trail, and he responded that other than the $75,000 purchase price, the trail would be a nice asset to Montgomery County and would benefit Butler residents. Member Sielschott asked how would this benefit other towns or villages in the county like Fillmore or Raymond, and Slepicka stated that NAGs is only here to ask that the board hear their proposal, just as any town or village that may see development in their area would want the board to hear their proposal, and this process would open the door for those communities to approach the board about their respective projects. Deabenderfer stated that many years ago the board invested in a bike trail that runs from Farmersville to Waggoner, thus benefiting only those communities. The value of that bike trail has yet to be determined, but hopefully in the future it may be extended to join other bike trails. Currently there are expenses of the bike trail with oiling, chipping and keeping the right-of-way cleared, but the benefit of the trail hopefully will occur, Deabenderfer stated. Member Helgen asked if this was going to be another bike trail or just a walking trail, stating that in his view, the county has one too many bike trails, and Slepicka responded that for now it would remain just a hiking/walking trail. Member Branum inquired how tall the trees above the trail were and who would do the cutting back of trees if the sewer lines are installed. Slepicka stated that the trees were high enough for a vehicle to get through and should sewer lines be installed, the contractor would have to cut the trees back. Branum asked Slepicka if he felt that this would be a good use of the county’s coal money, and Slepicka stated that he felt that this would be a good investment of the money, and possibly the Montgomery County Fairgrounds located in Butler could also benefit from the sewer line. Member Dean stated that 28 acres of land at a purchase price of $75,000 is about $3,000 per acre, and asked if the property has been appraised. Slepicka stated that property owner Kee could receive more money for the property by selling off tracts of the land individually, but would rather see it preserved and used for a walking trail, which is why he approached NAGs for their potential purchase. Dean also asked about liability in case of an injury on the property, and Slepicka responded that if the county deeded the property to NAGs, it would be NAGs responsibility should an injury occur. Plunkett thanked Slepicka for his presentation, and informed members that this proposal would be under their consideration for approval at next month’s board meeting. (For copy of presentation and map of area, see Resolution Book 7, pages 300-302). 2. MCEDC update: Deabenderfer reported that the Montgomery County Revolving Loan Fund Board is now in place and will be meeting soon to discuss the application process. ROAD AND BRIDGE COMMITTEE REPORT: Given by Chairman Bonnie Branum as follows: 1. Chapman T Bridge Replacement: Branum reported that the beams for the Chapman T Bridge replacement are set in place and the bridge should be completed by the end of October. 2. Fox Avenue Relocation: Branum stated that the preliminary grade of road and culverts are complete for the new Fox Avenue, and the bituminous surface should be done by next week. 3. Resolution #28-07-Abolish Requirements for Continuous Utility Bonds Approval: Branum deferred to Highway Engineer Ruben Boehler, who stated that this resolution would abolish requirements for Continuous Utility Bonds along, under, and across roads in Montgomery County. Boehler stated that these bonds only cost utility companies more money and serve no purpose in Montgomery County since the State of Illinois governs this process, and this resolution does not release the utility company of its responsibility. Motion by Branum, second by Kuchar to approve Resolution #28-07 to Abolish Requirements for the Continuous Utility Bonds along, under and across roads in Montgomery County. All in favor, motion carried. (See Resolution Book 7, page 303). 4. Resolution #29-07 - Bowles Bridge Piling Repairs Approval: Boehler explained that this Resolution appropriates an amount to be determined for 1050 B-CA, County Highway #24 (N 16th Avenue in North Litchfield Township) for Bowles Bridge Piling Repairs, 100% County Project. This bridge is just west of 16th Avenue and $30,000 is the cost of labor and materials. Motion by Branum, second by Beck to approve Resolution #29-07 allow to proceed with repairs on bridge. All in favor, motion carried. (See Resolution Book 7, pages 304-305). 5. Resolution #30-07 - Motor Fuel Tax Funds for Machine Shed Extension at Highway Department Approval: Boehler explained this resolution would use Motor Fuel Tax (MFT) Funds for an extension of the machine shed at the Highway Department, and stated they would like to extend the shed by 3 bays to house equipment that is exposed in the winter time since there has been some vandalism to the equipment. The addition would be 2268 square feet with material costing approximately $11,500 plus labor. The total extension will be about $25,000. Motion by Branum, second by Myers to approve Resolution #30-07 to use Motor Fuel Tax funds for an addition to the machine shed at the Highway Department. All in favor, motion carried. (See Resolution Book 7, page 306). FINANCE COMMITTEE REPORT: Given by Chairman Bill Sielschott as follows: 1. Convey Parcel ID# 08-202-488-00 in the City of Hillsboro-Resolution #07-22 Approval: Sielschott reported that the county can not sell this parcel of land at the annual surplus sale, but it needs to get it back on the tax rolls. Treasurer Jenkins contacted adjoining land owners to see who may want the land, and one set of property owners stated that they would receive it. Motion by Sielschott, second by Myers to convey Parcel ID #08-202-488-00 in the City of Hillsboro. All in favor, motion carried. (See Resolution Book 7, pages 307-309). 2. FY 2008 Budget Changes: Sielschott reported on changes to the budget, including the following: The Chief Judge’s budget was changed by $500.00; a Recycling truck was purchased last week for the Recycling Center, so that item’s expense of $35,000 will be removed from the FY 2008 Budget’s Capital Improvement Line Item, but $5,000 will remain in that line item for the Recycling Drop off area to be built in the City of Coffeen, and the fourth and final payment of $28,456 to USDA for the Soil Survey will be paid from the FY 2007 budget and will be taken out of FY 2008 budget. The amended Budget will be displayed in front of the County Clerk’s office for public inspection. 3. Bruce Harris & Associates Contract for Services Approval: Sielschott reported that the GIS staff person will be hired in December to do the county’s mapping in house, but the county would also like to contract with mapping vendor Bruce Harris on a retainer basis. Motion by Sielschott, second by Aumann to approve the contract with Bruce Harris and Associates. All in favor, motion carried. 4. Budget Book Printing Services: Sielschott reported that the committee has decided to print the budget books in house this year, with the County Health Department providing the service. 5. Aggregate Levy Adoption Approval: · Motion by Sielschott, second by Kuchar to adopt the Aggregate Levy in the amount of $3,593,044. All in favor, motion carried. After the motion was made, Sielschott noticed an error in amount of the Levy. · Motion by Sielschott, second by Miles to rescind the motion. All in favor, motion carried. · Motion by Sielschott, second by Blankenship to adopt the Aggregate Levy in the amount of $3,792,084, which includes Election Costs. All in favor, motion carried. 6. Real Estate Tax Target Dates for 2007 Taxes Payable 2008 Update: Sielschott reported on 2007 taxes payable 2008, and stated that in working with vendor DEVNET, the county should get those taxes out by July or August, 2008. As for the 2006 taxes payable in 2007, Sielschott read a letter from Supervisor of Assessments Julia Kiefer regarding State of Illinois Bulletin 810 and farmland assessment changes that referenced some coding problems that are holding up their portion of the Property Tax Cycle. Sielschott reported that there should be a file shift to the County Clerk’s Office by October 22nd, then a waiting period to get the final multiplier back from the Illinois Department of Revenue. Once that is received, the County Clerk’s office would complete tax extension and roll taxes to the Treasurer’s Office for collection and distribution. Sielschott reported that the best guess for when taxes will go out is early December, with taxes being due 30 days after the date bills are mailed, and the first distribution of taxes to taxing bodies at the end of December. Treasurer Jenkins stated that once that office sets tax bill due dates, public notice will be made. Board member Helgen inquired if Montgomery County was the only county left in the state that is late with their property taxes, and Sielschott stated that although Montgomery County was not the only one that had problems getting tax bills out on time, Montgomery County is now one of the last counties in the state to get them out. Sielschott stated that the delay is because of the county’s Farm Bulletin 810 implementation and the new soil mapping. HWE COMMITTEE REPORT: Given by Chairman Bob Durbin as follows: 1. ICRMT Update: Durbin reported that Greg Peterson and Paul Hamrock with ICRMT Insurance addressed the committee regarding a five year Historical Analysis on Montgomery County Insurance Claims. ICRMT will soon be implementing a new web site for ICRMT members. The county’s insurance renewal should be ready next month and the rates will be about the same. The committee discussed the larger county claims over the last two years, including the lightning strike in 2005. ICRMT vendor Lightning Masters could come and do a consultation for better lightning protection on equipment. Jim Sredzinski from ICRMT will also be contacted for forklift training for the recycling employees. 2. Animal Control Facility Update: Durbin stated that the committee discussed the City of Litchfield and Montgomery County’s concerns with building an Animal Control Facility. Coordinator Daniels is getting prices from a contractor for the building and its water and sewer construction, and will check with the City of Litchfield to see what they have decided on their Animal Control Facility. 3. Recycling Center Facility Update: Durbin reported that the Recycling Center walls are now being fixed with new metal. Forklift training will be scheduled for the Recycling employees. The White Recycling Truck was lettered on Wednesday, and the Committee approved installing guardrail next to the shipping dock. 4. Illinois 2nd Amendment to the Constitution – Resolution #07-23 Approval: Durbin stated that the Committee reviewed and approved the resolution drawn up by State’s Attorney Matoush in support of the Illinois 2nd Amendment to the Constitution. Motion by Durbin, second by Dean to approve the 2nd Amendment Resolution #07-23. All in favor, motion carried. (See Resolution Book 7, pages 310-311.) Chairman Plunkett stated that he had received a letter from a representative from the Rountree Gun Club in support of this Resolution prior to the meeting. PERSONNEL COMMITTEE REPORT: Given by Chairman John Downs as follows: 1. Personnel Manual Update: Downs reported that a draft of the Personnel Manual went out to all Office Holders last Monday along with a letter regarding the manual and some of the changes contained in the manual. The committee will look for input from Office Holders regarding these potential changes to the Personnel Manual. 2. ID Badges Update: ID badge photos were taken and most county employees now have their Employee ID badges. 3. GIS Position Update: Downs stated that the GIS Position has been advertised in the local newspapers and in the Edwardsville newspaper. All county offices were also faxed a memo regarding the opening. The timeline for hiring the position is as follows: · October 22nd - deadline for Applications to be Returned · October 25th Personnel will Review Applications · November 5th (Possible) Interview Date BUILDINGS AND GROUNDS COMMITTEE REPORT: Given by Chairman Terry Bone as follows: 1. Maintenance and Cleaning Issues Update: Bone stated that the maintenance and cleaning issues at the Courthouse Complex and Jail were discussed at the committee meeting. The Maintenance worker will report to the County Coordinator and a job description will be made. The cleaning service will clean the Jail 3 nights per week, Courthouse Complex 5 nights per week and the Historic Courthouse 3 nights per week. A part-time custodian position will be hired for the Historic Courthouse and the present full-time custodian position will primarily work at the Courthouse Complex and Jail. The proposed Fiscal Year 2008 budget will need to be modified reflecting these changes. 2. Asbestos Inspection for Demolition of House Approval: Bone stated that the committee discussed a proposal for asbestos removal on the house located on Main and Brailey Streets in Hillsboro. Triple A Asbestos Services will remove contaminants for $3,485.00. Motion by Bone, second by Downs to approve the proposal from Triple A Asbestos to remove contaminants from the property on North Main and Brailey Streets in the amount of $3,485.00. All in favor, motion carried. 3. Historic Courthouse Use Analysis Update: Bone reported on the Historic Courthouse Use Analysis report that was submitted last month by Hurst-Rosche Engineers. · Option #1: * Add to New Courthouse of 18,630 square feet limited renovation of Old Courthouse of about 5,500 square feet. * About $2.6 million for the New Courthouse * About $1.5 million for the Old Courthouse · Tuck pointing outside · Stair tower and Board room preservation * Plus design fees and contingency fees would come to $4.8 million · Option #2: * Add to the New Courthouse of 21,636 square feet limited renovation * New Courthouse addition $3.0 million (1.5 years to complete addition) * Old Courthouse renovations (3 stages) · 1) Extreme Improvement, tuck-point, stair tower, hide A/C units and 1st floor renovation $1 million · 2) Preservation of main hall and mechanical upgrades $300,000 raise ceiling of board room · 3) Raising 2nd floor to be same level of board room and renovate the rest of the offices in the building $1.1 million. * Occur over a period of 5 to 8 years * Total cost $6.5 million · Option #3: * Complete renovation of Old Courthouse * No addition to New Courthouse * To make option 3 work: · ROE out of building · SOA will also have to be moved · Work will occur in stages * $2.8 million does not include needed space The board will review these options. 4. Historic Courthouse Basement Office for GIS and Northwest Wall issues: Bone stated that the GIS Office will be moving into the water company office, but there will need to be repairs done to the northwest wall. Bone stated that he will get two bids to repair the northwest corner problems and to remove carpet and address mold issues. Senator Demuzio’s office called County Clerk Leitheiser regarding the possibility of $25,000 in State Grant funds that may be available for upgrades to the Historic Courthouse. Leitheiser responded with a letter stating if funds were available, the county would use the money to repair the foundation, do some interior painting and get the 2nd floor restroom ADA compliant. EMA/AMBULANCE COMMITTEE REPORT: Given by Vice Chairman George Blankenship as follows: 1. Ambulance Call Reports: A summary of monthly operations for August 2007 is as follows: Total calls: 348; Total amounts billed: $186,423.00; collected: $103,300.01. (Note: Ambulance call report for September was unavailable and will be reported at next meeting). 2. Director Holmes Report: Blankenship reported that Director Holmes went to various conferences and trainings for EMA, and she reported in the committee meeting about the emergency procedures used in tornado incidents in Greensburg, Kansas and in Americus, Georgia. EMA and the Health Department hosted a meeting with 40 participants from county public and private organizations on September 26th, 2007 regarding emergency planning. 3. CMS Resolution to Purchase Surplus Property Approval- Resolution 07-24: Blankenship stated that the EMA Office would again like to participate in the State of Illinois Surplus Property Program for the next three years. Motion by Blankenship, second by Matthews to approve Resolution 07-24 for EMA to make purchases from CMS for the next three years. All in favor, motion carried. (See Resolution Book 7, page 312). APPROVAL OF 8 COMMITTEE REPORTS & MINUTES: Motion by Durbin, second by Kuchar to approve the 8 committee reports. All in favor, motion carried. ANNOUNCEMENTS: 1. Plunkett reported that the Montgomery County Extension Office won an Award of Excellence, which was one of two excellence awards that were presented to Extension offices in the State of Illinois. Staff members of the University of Illinois Extension Office include: Denise Kistner, Kelli Bassett, Amanda Cole, Peggy Hampton, Kendra Cox, Priscilla Matthews, Karen Rentz, Penny Grundy and Dara Jagodzinski. Plunkett extended his congratulations to the Montgomery County Extension Office staff in attaining this honor. 2. Plunkett reported that all members were invited to the dedication ceremony for the Terry Emerick Memorial Highway Signs along State Route 185 which will be held on November 3rd, 2007 at 10:00 AM at the Indian Springs Golf Course. Plunkett stated that a reception will follow the ceremony at the Hillsboro Free Methodist Church. SCHEDULE CHANGES: Nothing to report. APPOINTMENTS: Motion by Beck, second by Ogden to re-appoint Carl Bruntjen to Union Drainage District #1, Town of Pitman-Zanesville. Mr. Bruntjen’s term will expire on September 7th, 2010. All in favor, motion carried. Motion by Beck, second by Bone to appoint Jeff Brown as trustee to the Farmersville-Waggoner Fire Protection District for a term of 3 years. All in favor, motion carried. Motion by Dean, second by Downs to appoint John L. Welsh as trustee to the Farmersville-Waggoner Fire Protection District for a term of 3 years. All in favor, motion carried. Motion by Dean, second by Beck to appoint Leonard Rovey as trustee to the Farmersville-Waggoner Fire Protection District for a term of 3 years and to set the security bond for trustees of the Farmersville-Waggoner Fire Protection District at $50,000. All in favor, motion carried. Motion by Branum, second by Durbin to appoint Shane Davidson as trustee to the Fillmore Cemetery Board. Mr. Davidson’s term will begin immediately. All in favor, motion carried. PAY BILLS: Motion by Aumann, 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. RECESS: Until the Full Board Meeting on Tuesday, November 13th, 2007 at 8:30 AM in the County Board Room, Historic Courthouse, Hillsboro, Illinois. Motion by Myers, second by Kuchar to recess the Full Board Meeting. All in favor, motion carried. Meeting adjourned at 9:55 AM. Minutes respectfully submitted and recorded by Montgomery County Clerk and Recorder Sandy Leitheiser.