March 11th, 2008

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Montgomery County Board Minutes For Tuesday, March 11th, 2008 – 8:30 AM The following are minutes of a regular meeting of the Montgomery County Board held at 8:30 AM on Tuesday, March 11th, 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, 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 Blankenship, second by Downs to approve the mileage and per diem. All in favor, motion carried. Approval of Minutes of Previous County Board Meeting: Motion by Kuchar, second by Myers to approve the Minutes of the Previously Adjourned County Board Meeting held on Tuesday, February 12th, 2008. 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 County Tax Sale went well, with 460 parcels sold, which is 20% more than last year. The Treasurer’s Office will close out the 2006-2007 Tax Year in about two weeks. 3. County Clerk and Recorder’s Report – Sandy Leitheiser was present for questions and thanked the Finance Committee for moving their meeting to the PBC room for the County Tax Sale that was held in the County Board room, and informed members that most parcels were sold at the highest interest rate of 18% interest, and now must be paid at the County Clerk/Recorder’s office. 4. Sheriff’s Report – Jim Vazzi was present for questions. 5. Health Department Report – submitted. 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. 11. G.I.S. Report- submitted APPROVAL OF 11 ITEMS ON THE CONSENT AGENDA: Motion by Aumann, second by Beck to approve the 11 office reports on the Consent Agenda. All in favor, motion carried. COMMITTEE REPORTS: COORDINATING COMMITTEE REPORT: Given by Chairman Mike Plunkett who stated that the Coordinating Committee Report will be at the end of all committee reports due to Executive Session discussion. ROAD AND BRIDGE COMMITTEE REPORT: Given by Chairman Bonnie Branum as follows: 1. Approval- Resolution #01 - 08: A Resolution to appropriate an amount of $76,900 for 1053 B-CA, location A-L, county aid to bridge fund 26-C (#235) for the purpose of maintaining bridges and various county highways 100 % Montgomery County Project, Montgomery County Share ($76,900.00). Motion by Branum, second by Komor to approve Resolution #01-08. All in favor, motion carried. (See Resolution Book 8, pages 39-45). 2. Approval- Resolution #02 - 08: A Resolution to appropriate an amount of $35,000.00 for 1054 B-CA, Location A, Bertolino Avenue, Nokomis Road District, 50% - 50% Montgomery County Project, Montgomery County Share ($17,500.00). Motion by Matthews, second by Aumann to approve Resolution #02-08. All in favor, motion carried. (See Resolution Book 8, pages 46-47). 3. Approval- Resolution #03 – 08: A Resolution to appropriate an amount of $4,000.00 for 1055 B-CA, Location A, N. 2nd Avenue, Walshville Road District, 50% - 50% Montgomery County Project, Montgomery County Share ($2,000.00). Motion by Helgen, second by Dean to approve Resolution #03-08. All in favor, motion carried. (See Resolution Book 8, pages 48-49). 4. Approval- Resolution #04 – 08: A Resolution to appropriate an amount of $3,000.00 for 1056 B-CA, Witt Road District, 50% - 50% Montgomery County Project, Montgomery County Share ($1,500.00). Motion by Branum, second by Durbin to approve Resolution #04-08. All in favor, motion carried. (See Resolution Book 8, pages 50-51). 5. Approval- Resolution #05 – 08: A Resolution to appropriate an amount of $5,000.00 for 1057 B-CA, Fillmore Road District, 50% - 50% Montgomery County Project, Montgomery County Share ($2,500.00). Motion by Durbin, second by Matthews to approve Resolution #05-08. All in favor, motion carried. (See Resolution Book 8, pages 52-53). 6. Pipe Culvert Letting Date: There will be a Pipe Culvert Letting held on Friday, March 28th, 2008 at 8:30 AM at the Highway Department. 7. Approval- Proposal for GPS Road Sign Inventory: Engineer Boehler reported that work is underway with the State of Illinois to get grant money for new signs in Montgomery County by July 1st, 2008. As a result, inventory of signs will need to be done as soon as possible. Mary Purcell submitted a proposal to use GPS/GIS technology to inventory an estimated 2,500 County Road signs in the amount of $7,700. Motion by Branum, second by Downs to approve the proposal from Mary Purcell for GIS/GPS services to inventory County Road signs in the amount of $7,700. All in favor, motion carried. 8. Approval -Resolution #06-08 to make the Section by Farmersville Overpass a Class 3 Truck Route: Boehler stated that the Highway Department would need to upgrade a section of road near the Farmersville overpass to 80,000 lbs. to make the road a truck route. The section is located east of the rail road and goes to the bridge near the overpass, and this upgrade is needed to receive Tarp funds from the State of Illinois. Motion by Miles, second by Dean to approve Resolution #06-08 to make a section by the Farmersville Overpass a Class 3 Truck Route. All in favor, motion carried. (See Resolution Book 8, page 54). 9. Approval -Oil Letting Bids: Branum stated that the committee met in a special meeting to open bids for an Oil Letting for the County and Township Road projects, with Louis Marsh Inc. and Litchfield Bituminous submitting bids. Motion by Branum, second by Kuchar to accept the lowest bid from Louis Marsh, Inc. for the proposed Road District Projects. All in favor, motion carried. FINANCE COMMITTEE REPORT: Given by Chairman Bill Sielschott as follows: 1. Update- Probation Salaries: Bill Sielschott reported that Judge Schwarm was present at the Finance Committee meeting to discuss merit and longevity salary increases for Probation Officers. The salary increases were sent down by the State of Illinois to the 4th Judicial Circuit, but after the County Fiscal Year 2008 Budget had already been passed. Sielschott stated that the State of Illinois reimburses most of the Probation Officers’ salaries and statutorily the County Board does not set salaries for Probation Officers as it is set by the 4th Judicial Circuit. Judge Schwarm informed the Finance Committee that the late timing of the salary increase announcement was due to an investigation of the entry level salary. 2. Update- Highway Department Future Infrastructure Budget Considerations: Sielschott stated that Highway Engineer Boehler presented a map and photos to the Finance Committee that provided information on the age of the existing infrastructure of bridges in Montgomery County. Boehler stated that bridges in Montgomery County were designed with an approximate life expectancy of fifty years, but currently some of these bridges are over 70 years old and there are several more that are over 50 years old. In order to avoid closing bridges in the future the County needs to address making repairs or plan for replacement of bridges. Currently, it will cost about $300,000 to $600,000 to replace each bridge, and Federal and State funding is not available to replace bridges in a timely fashion. The Highway Department receives $170,000 annually to help with costs, but this is not enough, according to Boehler. The committee will continue to review the money needed to repair or replace bridges, and the potential exists towards using future coal revenues to update the county bridges. Engineer Boehler also submitted information to the committee regarding a FEMA grant to assist with funding Bridge repair and replacement, which can be achieved through IEMA by creating a Natural Hazard Mitigation Plan. Engineer Boehler and EMA Director Holmes recommend passing a County Board Resolution to prepare a plan for Natural Hazard Mitigation, which would assist the county should a natural disaster occur. According to Boehler, the plan would need to be in place before submitting a grant, which would require the County Board to pass a Resolution to develop the plan. The committee will discuss the plan further at next month’s meeting. 3. Approval -Deputy Gear & Budget Issues: Sielschott stated that Undersheriff Rick Robbins asked the committee for new equipment for county deputies. The list includes weapons, weapon lights, duty belts, accessories and ammunition. The amount of funds requested for the purchase of the necessary equipment for the current Montgomery County Sheriff’s Office deputy personnel is $27,000. Sielschott stated that there is enough funds left for this purchase in the budget’s Reserve for Capital Equipment Fund after the Sheriff’s Vehicle purchase and the cameras. Motion by Sielschott, second by Myers to purchase new gear for County Deputies for an amount not to exceed $27,000. Member Deabenderfer asked if deputies will have approval of the selection of equipment, and Sielschott answered affirmatively. Member Helgen asked if this purchase includes bullet proof vests, and Sielschott responded that it did not. All in favor, motion carried. 4. Approval- Jail Detainee Medical Fees Resolution 08-03: A Resolution was provided by the Sheriff’s Department for reimbursements of medical services at the Department of Public Aid rates. Reimbursement is for medical assistance of services provided to the detainees of the Montgomery County Jail. These rates will be determined by the Sheriff in consultation with the Illinois Department of Public Aid. Motion by Sielschott, second by Bathurst to approve the Resolution for Jail Detainee Medical Fees. All in favor, motion carried. (See Resolution Book 8, pages 55). 5. DEVNET Update: Sielschott reported that DEVNET representatives Joe Hurley and Steve Connell were at the Finance Committee meeting to discuss the updated timeline for the Real Estate Tax implementation. There were a few minor changes made in the timeline for the 2007 taxes payable in 2008, however, the projected goal date to send out tax bills remains at July 31st, 2008. 6. Update- Ameren Appraisal: Sielschott stated that AMEREN relayed to Gene Stuard of Forrestal Group that the appraisal from his company was being sent to them. The committee discussed and approved an extended deadline of April 1st, 2008 in order to wait for an answer from Ameren. If Ameren does not respond by April 1st, 2008, the new assessment should be put on the tax rolls. The board recommends continuing negotiations with AMEREN, and prefers to work with them at the local level rather than going to a State of Illinois P-TAB hearing. Sielschott reported that a letter was sent out to three Golf Course owners requesting information from them to complete their re-assessments, and the new appraisals should be ready by the April committee meeting 7. Update- Personal Property Ordinance, County Vehicle and IRS Regulations: Sielschott reported that State’s Attorney Chris Matoush brought a policy to the committee concerning county personnel’s use of Montgomery County vehicles that relates to IRS regulations. The policy will be addressed at the next Personnel Committee meeting and will be incorporated into the Personnel Employee Manual. 8. Approval- Coroner’s Salary: Discussion took place on setting the Coroner’s Salary. Motion by Sielschott, second by Miles to set the Coroner’s Salary at $24,219 for Fiscal Year 2009 with a 3.5% salary increase compounded each year for the remaining 3 years. All in favor, motion carried. HWE COMMITTEE REPORT: Given by Chairman Bob Durbin as follows: 1. Update- Elections: Durbin reported that County Clerk Leitheiser advised the committee regarding the two party conventions that were held Wednesday, March 5th, 2008. The swearing-in of new Precinct Committee representatives as Deputy Voting Registrars took place and a ballot placement lottery was held before the conventions, with the results showing the Republicans will be listed on the ballot first, Democrats second, and Green Party third on the November 4th, 2008 Election Ballot. Next month Leitheiser will provide a Financial Report on the cost per vote to administer an election. 2. Update- Recycling: · Update- Rock for Hillsboro Recycling Center Parking Lot: Durbin reported that he had received some calls regarding muddy pot holes at the Hillsboro and Litchfield drop off facilities. The Highway Department has been contacted to fill in the pot holes and to oil and chip the parking lots when weather permits. Member Helgen stated he had calls about the poor quality of the Litchfield Recycling facility parking area, and Durbin responded that the City of Litchfield will be contacted to possibly blacktop it, which would be a big improvement. · Update- New Office Trailer: Durbin stated that a concrete footing base will be installed so that the new office trailer can be set on concrete blocks. Discussion took place on what is needed to get the office trailer hooked up to the existing utilities. Member Bathurst, not a member of the HWE Committee, asked about the location of the Recycling Office Trailer, and stated that the Litchfield Recycling facility needs improvements. · Update- Yellow Box Truck: Durbin reported that needed repairs to the yellow box truck were approved by the committee. 3. Update/Approval Animal Control: · Update- Animal Control Facility: Durbin reported that he has been checking on pricing for water and sewer, heating and air-conditioning and concrete work for the proposed Animal Control facility, and next on his list will be to check on plumbing, electrical and construction costs. PERSONNEL COMMITTEE REPORT: Given by Chairman John Downs as follows: 1. Update- Highway Department Union Contract: Downs reported that there are a few issues left open with the final draft of the proposed Highway Union Contract. The next negotiation meeting will be Wednesday, March 19th, 2008 at 8:30 AM in the PBC room. Chairman Plunkett stated that the main principles of the contract have been settled, but the actual verbiage on the contract remains to be negotiated. 2. Update- Letters and Forms sent to Department Heads Regarding the Personnel Manual: A draft letter prepared by Mary Bathurst will be sent to all Office Holders regarding the revised Personnel Manual that will take effect on March 1st, 2008. The IRS Vehicle Policy will be reviewed at the next meeting. BUILDINGS AND GROUNDS COMMITTEE REPORT: Given by Chairman Terry Bone as follows: 1. Approval- Hurst-Rosche Engineers Proposal to Bid Remaining Plaster Ceiling Repairs: Bone reported that Brent Lance from Hurst-Rosche presented a proposal to the Building and Grounds Committee to begin work on the remaining ceiling repairs needed in the Historic Courthouse. Motion by Bone, second by Myers to accept the proposal from Hurst-Rosche Engineers to design, manage and coordinate ceiling removal/replacement in the amount not to exceed $7,800.00. All in favor, motion carried. 2. Update- Construction Work to Rock Parking Lot Across from Jail: Bone stated that there are plans in place to rock the new parking lot on Main Street in April. The Highway Department will skim off the surface, level and then rock the new parking area. Engineer Boehler will design a concrete entrance for Main Street and present it to the City of Hillsboro for approval. 3. Update- New Maintenance Truck: The new maintenance truck is scheduled to have a new fuel line installed. The old maintenance truck will be put out for bid and bids will be opened at the April 2008 Building and Grounds Committee meeting. 4. Approval- Johnson Controls Maintenance Contract: Bone stated that its time to renew the annual Johnson Controls Maintenance contract for the HVAC at the Courts Complex. Motion by Bone, second by Matthews to approve the maintenance contract with Johnson Controls for the HVAC System in the amount of $4,668.00. All in favor, motion carried. 5. Maintenance Report: Bone reported that the new garage roof has been completed and an electrical box has been installed. Ameren will hook up power to the box. Bone reported that the committee also discussed and approved to purchase a ladder rack for the new maintenance truck. EMA/AMBULANCE COMMITTEE REPORT: Given by Vice Chairman George Blankenship as follows: 1. Ambulance Call Report: A summary of monthly operations for January 2008 is as follows: Total calls: 278, Total amounts billed: $151,021.00, Total amounts collected: $79,552.66. A summary of monthly operations for February 2008 is as follows: Total calls: 371, Total amounts billed: $195,516.00, Total amounts collected: $88,232.95. 2. Director Holmes Report: · Ambulance Agreements/Billing Reports: Blankenship reported that EMA/Ambulance Committee is still working on Ambulance Agreements with the county Special Service Areas, and the committee is working out issues with City of Litchfield on Ambulance Reports and Billing. · HazMat Call: Blankenship reported that on February 9th, 2008, the HazMat Team was called out to the Quick Stuff Gas Station in Litchfield on a gas spill, where 30 gallons of gasoline had run over onto the ground. Oil dry was used by the Litchfield Fire Department and the HazMat Team also used two containers to store the oil dry with the absorbed hazardous materials until Bodine Environmental, an area Hazardous Waste company, could come and remove the waste. · Weather Spotter Class: There was a Weather Spotters Class on February 20th, 2008 at the Taylor Springs Community Building, which was well attended by 34 individuals including 5 from Law Enforcement Depts., 7 from Fire Services Depts., 2 from EMS, 8 from ARES and 12 citizens. · Litchfield Special Service Area: Blankenship stated that out of the 627 parcels 540 pay real estate taxes to the Litchfield Special Service Area for Ambulance Services and 87 parcels do not pay taxes into that service area. The 540 taxpayers do not have representation on the Litchfield Special Services Ambulance Board. ECONOMIC DEVELOPMENT COMMITTEE REPORT: Given by Chairman Ron Deabenderfer as follows: 1. Update- Comprehensive Planning and Zoning: Pat Curry from University of Illinois Extension gave a presentation on Comprehensive Planning and Zoning to the Economic Development Committee, and Mr. Curry will be notified to inquire about steps needed to form a task force to look into a comprehensive plan for Montgomery County. Member Aumann stated that the county should take a hard look at zoning as some of the surrounding counties that have zoning are not doing a good job with it. Member Matthews, a member of the Economic Development committee, stated that the committee is just looking at the concept of comprehensive planning and zoning as a beginning point. 2. Update- Abandoned Rail Line Contract: The committee reviewed a sales agreement prepared by Assistant State’s Attorney Betsy Wilson to purchase the abandoned rail line from Conrad Kee in the amount of $75,000. The anticipated closing date will be after April 2nd, 2008. 3. Approval- MCEDC Revolving Loan Application: Amanda Cole reported that the MCEDC met last week to review and approve their first Revolving Loan, since applicant Jim Schnarre of Nokomis met all guidelines and requirements. Loan funds will be used to expand a local tavern to include a restaurant in the City of Nokomis, and will add four jobs to the establishment. Motion by Deabenderfer, second by Matthews to approve the Participation Agreement and the Revolving Loan Invoice for $31,350.00. All in favor, motion carried. 4. Approval- Resolution #08-04 to Void 2006-2007 Tax Bill on Parcel #13-000-530-00: Deabenderfer reported on the need to void a tax bill on parcel #13-000-530-00, which was the Brownfield reclamation project where the old Kerr McGee gas station was in Raymond. Once the clean up project has been completed, the Village of Raymond wants the property deeded to them for Economic Development purposes. Motion by Deabenderfer, second by Dean to approve Resolution #08-04 voiding the 206-2007 tax bill for parcel #13-000-530-00 in Raymond. All in favor, motion carried. (See Resolution Book 8, page 56). 5. Discussion on Abandoned Rail Line Purchase: Member Helgen stated that he has had constituents concerned about the Abandoned Rail Line property and how the county can buy it and then give it away. Economic Development Committee Chairman Deabenderfer replied that Asst. State’s Attorney Wilson gave the committee assistance that confirmed that they could purchase the property and then deed it to the Natural Area Guardians group, since they are affiliated with the Montgomery County Soil and Water Conservation District, and not a private individual. Member Dean asked about the potential of a grant being received now that the appraisal on the property is much less than the sale price, and recalled that the County Board approval to purchase the property included the potential that a grant would be received. Treasurer Jenkins asked since the purchase of the property was approved at a prior meeting when the bill to pay for the property comes to his office, should he authorize payment, and Member Matthews confirmed that the bill must be paid if approved by the County Board. Jenkins also informed members that the County Surplus Auction that is held annually requires a bidding process, and warned them that they need to be sure this sale is thoroughly checked out by our State’s Attorney, since a precedent is being set that may need to be followed. State’s Attorney Matoush pledged to confirm the laws regarding the Abandoned Rail Line purchase. COORDINATING COMMITTEE: Given by Chairman Mike Plunkett as follows: 1. Approval- Resolution #08-05 to Support the Transferring of Funds Allotted To Soil and Water Conservation Districts: Discussion took place on Resolution #08-05 that urges the Governor of Illinois to release funds allotted for the state’s Soil and Water Districts. Motion by Bone, second by Matthews to approve a Resolution to Transfer funds allotted to Soil and Water Conservation Districts. All in favor, motion carried. (See Resolution Book 8, pages 57-58). 2. Enter Into Executive Session to Discuss Past Executive Session Minutes: Motion by Blankenship, second by Downs to enter into executive session to review closed session minutes. All in favor, motion carried. Time: 9:30 AM. 3. Return from Executive Session: Motion by Branum, second by Kuchar to return from executive session. All in favor, motion carried. Time: 9:40 AM. 4. Motion(s) to be made from Executive Session Discussion: Motion by Aumann, second by Bathurst to approve the opening of past executive session minutes for HWE Committee, Full Board Executive Session Minutes of October 6, 2005, December 13th, 2005, April 11th, 2006; October 10th, 2006, November 14, 2006, December 12th, 2006 and August 14th, 2007. All in favor, motion carried. 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 reported that on Wednesday, March 19th, 2008 at 6:00 PM any board member wishing to attend the Public Hearing on Deer Run Mine will be paid a county board meeting expense. SCHEDULE CHANGES: Plunkett reported that there will be a special Personnel Committee meeting on Wednesday, March 19th, 2008 at 8:30 AM in the PBC room to continue union negotiations for the Highway Department. There will be a special Road and Bridge Committee meeting on Friday, March 28th, 2008 at 8:30 AM at the Highway Department for a Pipe and Culvert Letting. APPOINTMENTS: Motion by Bathurst, second by Ogden to accept the letter of resignation from Joe McNeal who was appointed to the Board of Review for the 2008 Session. All in favor, motion carried. Motion by Wendel, second by Branum to approve the appointment of Kent Aumann to the resigned seat of Joe McNeal to the Board of Review for the 2008 Session. All in favor, motion carried. PAY BILLS: Motion by Sielschott, second by Wendel 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, April 8th, 2008 at 8:30 AM in the County Board Room, Historic Courthouse, Hillsboro, Illinois. Motion by Kuchar, second by Myers to adjourn the Full Board Meeting. All in favor, motion carried. Meeting adjourned at 9:43 AM. Minutes respectfully submitted and recorded by Montgomery County Clerk and Recorder Sandy Leitheiser.