AGENDA STEPHENSON COUNTY BOARD MEETING STEPHENSON COUNTY BOARD ROOM DECEMBER 13, :30 PM

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1 CALL TO ORDER AGENDA STEPHENSON COUNTY BOARD MEETING STEPHENSON COUNTY BOARD ROOM DECEMBER 13, :30 PM ROLL CALL PRAYER RESPONSIBLE BY MS. HEBERT PLEDGE OF ALLEGIANCE LED BY MR. NEAL APPROVAL OF THE AGENDA CONSENT AGENDA ROLL CALL VOTE A. Approval of the November 28, 2017 Minutes B. Receipt of 3 rd quarter franchise fees from Comcast in the amount of $11, C. Reappointment of Robert Smith, Jerry Whitmore and Steve Jordan to 911 Board D. Refer all claims on the Clerk s desk to the proper committees without reading Claims total: $3,352, Administration 33, Court Services 41, Finance & Procurement 2,541, Nursing Center 142, Planning & Development 7, Public Property 52, Public Safety 77, Public Works 454, , PUBLIC COMMENT ~ limited to 3 minutes per person UNFINISHED BUSINESS Approval for payment of fees to Robert W Baird & Co Incorporated ZONING REPORT Approval of a Special Use request by Pretzel Solar, LLC to construct a 4 MW solar plant east of Taylor Park Approval of an amendment to Subsection A (7) Solar Generating Plant, to clarify the Tenants responsibility to restore landlords property to original condition once the solar plant has not produced power for 24 months CHAIRMAN S REPORT ACTION ITEMS AND INFORMATION FROM STANDING COMMITTEES Finance Approval of Resolution to amend FY17 Budget transferring amounts within Funds 001 & 002 Approval of Resolution to amend FY17 Budget transferring amounts within Highway Department Funds 1

2 Public Property Approval of bid for Courthouse interior cleaning service Administration Approval of ICRMT Insurance Renewal Approval of Dimond Brothers Service Agreement Approval of a Resolution to adopt a Harassment Policy Approval of a Resolution to adopt an ADA Policy Court Services Approval of Credit Collection Partners Contract for Debt Collection Nursing Center Approval of upgrading the phone system and purchase of new phones Planning & Development ~ no further action items Public Works ~ no action items PUBLIC COMMENT ~ limited to 3 minutes per person NEW BUSINESS ADJOURN UNTIL 6:30 P.M. JANUARY Mr. Newton will be responsible for the Prayer & Ms. Anthony will lead the Pledge 2

3 STEPHENSON COUNTY BOARD MEETING STEPHENSON COUNTY BOARD ROOM DECEMBER 13, :30 PM The Stephenson County Board met in the County Boardroom on Wednesday December 13, Chairman Hadley called the meeting to order at 6:30 p.m. The Clerk called the roll. Members present: Samuel Newton, Ronnie Bush, Becky Hebert, Charles Hilton, Casey Anthony, William Hadley, Dan Neal, Christopher Clukey, Gail Clore, Anthony Kuhlemeier, Alvin Wire, Todd Welch, Scott Helms, Ronald Fluegel, Jim DeMeester, Mark Diddens and Jim Pinter. Members absent: Rebecca Quiggle, Brad Hartog, Jerry Pardus, Steve Fricke and David Martindale. Seventeen members present. Five members absent. Ms. Hebert opened the meeting with Prayer. Mr. Neal led the Pledge of Allegiance. APPROVAL OF THE AGENDA Mr. Helms made a motion to approve the agenda as received. Second by Mr. Hilton. The Chair called for a voice vote on the motion. Motion to approve the agenda as received carried unanimously. CONSENT AGENDA A. Approval of the November 28, 2017 Minutes B. Receipt of 3 rd quarter franchise fees from Comcast in the amount of $11, C. Reappointment of Robert Smith, Jerry Whitmore and Steve Jordan to 911 Board D. Refer all claims on the Clerk s desk to the proper committees without reading Claims total: $3,352, Administration 33, Court Services 41, Finance & Procurement 2,541, Nursing Center 142, Planning & Development 7, Public Property 52, Public Safety 77, Public Works 454, , Mr. Diddens made a motion to approve the consent agenda. Second by Mr. Kuhlemeier. The Chair called for a roll call vote on the motion. Members voting aye: Diddens, Pinter, Newton, Bush, Hebert, Hilton, Anthony, Neal, Clukey, Clore, Kuhlemeier, Wire, Welch, Helms, Fluegel and Hadley. Members voting nay: DeMeester. Sixteen aye. One nay. Motion to approve the consent agenda carried. PUBLIC COMMENT ~ no public comments UNFINISHED BUSINESS Approval for payment of fees to Robert W Baird & Co Incorporated Ms. Clore made a motion to lay this over to the next meeting. Second by Mr. Helms. We have received an opinion from UCCI that if we refinance through a bank we can t go out longer than 24 months. At this point we are still financed through Baird and the Finance Committee will need to explore alternative options. Mr. DeMeester inquired if we refinance through Baird if there would be additional out of pocket expenses incurred. The County Administrator will check with Baird and report back. (Noted presence of Mr. Fricke) The Chair called for a voice vote on the motion. Motion to layover payment of fees to Robert W Baird & Co Incorporated until the next meeting carried with nay vote noted. ZONING REPORT Approval of a Special Use request by Pretzel Solar, LLC to construct a 4 MW solar plant east of Taylor Park Mr. Groves reported this Special Use request by Cypress Creek Renewables/Pretzel Solar LLC was the first 1

4 hearing before the Zoning Board of Appeals on December 7, The Request was for a Special Use Permit to allow for a Solar Power Generating Plant located at 605 E Currier Road, Freeport. Representatives of the Company gave testimony and addressed questions asked of them. Three objectors were present and spoke to the Board regarding their objections. Objections included impact on wildlife and concerns with potential expansion. The Zoning Board of Appeals voted unanimously to recommend to the County Board this Special Use be granted. Mr. Helms made a motion to approve the request. Second by Mr. Clukey. Discussion was held on the landowners responsibilities if the company decommissions. The Chair called for a voice vote on the motion. Motion to approve Special Use # request by Cypress Creek Renewables/Pretzel Solar LLC to construct a 4 MW solar plant located at 605 E Currier Road Freeport carried with nay vote noted. Approval of an amendment to Subsection A (7) Solar Generating Plant, to clarify the Tenants responsibility to restore landlords property to original condition once the solar plant has not produced power for 24 months Mr. Groves reported the second hearing of the evening, was for a Code Amendment to Subsection Solar Power Generating Plant. Mr. Helms made a motion to approve the code amendment. Second by Mr. Pinter. Mr. Groves noted this amendment clarifies and reinforces the landowners responsibilities. The Chair called for a voice vote on the motion. Motion to approve Ordinance # amending Subsection A (7) Solar Generating Plant, to clarify the Tenants responsibility to restore landlords property to original condition once the solar plant has not produced power for 24 months carried with nay vote noted. CHAIRMAN S REPORT Chairman Hadley distributed the UCCI Calendar of Events for He noted our 2017 dues have again been refunded this year and there is no increase in next year s dues. The Chairman thanked Department Heads and Elected Officials for their attendance at the Raising Ceremony for the County s Bicentennial Flag. The Consolidation Committee has met twice and will meet again in January. Chairman Hadley will keep the Board updated with any pertinent information. The County continues to monitor citizens concerns with Berner Foods. We will be meeting with Berners to get an update on their progress. Chairman Hadley is still looking for someone to volunteer for the NICAA Board. ACTION ITEMS AND INFORMATION FROM STANDING COMMITTEES Finance Approval of Resolution to amend FY17 Budget transferring amounts within Funds 001 & 002 Ms. Clore made a motion to approve the Resolution. Second by Mr. Wire. These are funds within the General Fund and Public Safety. Ms. Clore noted this is an annual bookkeeping clean-up. Mr. Neal voiced his concern that these overages were not addressed earlier. In the future the Finance Director will be providing Budget Status Reports for Committees to review to better address budgetary concerns more timely. Mr. Fricke stated that some of these issues were looked at earlier but didn t know where the adjustments would come from. Mr. Neal remarked it is the Department Heads responsibility to address this. The Chair called for a roll call vote on the motion. Members voting aye: Clore, Kuhlemeier, Wire, Welch, Helms, Fluegel, Fricke, DeMeester, Diddens, Pinter, Bush, Hebert, Hilton, Anthony, Neal, Clukey and Hadley. (Mr. Newton not available at time of vote) Seventeen aye. No nay. Motion to approve Resolution # to amend FY17 Budget by transferring amounts within the General Fund and Public Safety Funds to insure adequate funding carried unanimously. Approval of Resolution to amend FY17 Budget transferring amounts within Highway Department Funds Ms. Clore made a motion to approve the Resolution. Second by Mr. Wire. It was noted this accounts for passthrough funds. The Chair called for a roll call vote on the motion. Members voting aye: Clore, Kuhlemeier, Wire, Welch, Helms, Fluegel, Fricke, DeMeester, Diddens, Pinter, Bush, Hebert, Hilton, Anthony, Neal, Clukey and Hadley. (Mr. Newton not available at time of vote) Seventeen aye. No nay. Motion to approve Resolution # to amend FY17 Budget by transferring amounts within the Highway Funds to insure adequate funding carried unanimously. 2

5 Information Ms. Clore reported that 5 bids had been received and opened for audit services. The County Administrator will create a matrix and scan the bids for review next month. Mr. DeMeester asked if the Committee had considered a dollar amount to put forward when the jail bonds are refinanced. Ms. Clore replied that the Committee would be discussing that topic at next month s meeting. Public Property Approval of bid for Courthouse interior cleaning service Mr. Fricke made a motion to approve the low bid received from All in One Office Cleaning. Second by Mr. Pinter. It was noted the bid was $39,960 and a Certificate of Liability Insurance had been received. Mr. Bush, Mr. Clukey and Mr. DeMeester all voiced dissatisfaction with the manner in which the bid process was handled. The Chair called for a roll call vote on the motion. Members voting aye: Fricke, Diddens, Pinter, Anthony, Neal, Clore, Wire, Welch, Helms, Fluegel and Hadley. Members voting nay: DeMeester, Newton, Bush, Hebert, Hilton, Clukey and Kuhlemeier. Eleven aye. Seven nay. Motion to approve the bid in the amount of $39,960 from All in One Office Cleaning for Courthouse interior cleaning carried. Information Dean Schroeder has retired as Jail Administrator and Steve Stovall has filled this position. Administration Approval of ICRMT Insurance Renewal Mr. Newton made a motion to approve the renewal. Second by Mr. Welch. This Insurance Agreement covers the County s property, casualty and workers compensation. Mr. DeMeester asked if this had been bid out. The County Administrator responded the County has been a member with ICRMT for many years. If the Board desires to bid this out it should be reconsidered in June to go out for quotes. He noted that our premiums have gone down. The Chair called for a roll call vote on the motion. Members voting aye: Newton, Bush, Hebert, Hilton, Anthony, Neal, Clukey, Clore, Kuhlemeier, Wire, Welch, Helms, Fluegel, Fricke, DeMeester, Diddens, Pinter and Hadley. Eighteen aye. No nay. Motion to approve renewal of ICRMT Insurance Agreement # carried unanimously. Approval of Dimond Brothers Service Agreement Mr. Newton made a motion to approve the service agreement with Dimond Brothers. Second by Mr. Welch. This agreement is for $30,000 and engages Dimond Bros. as the County s risk management advisor and insurance broker. The Chair called for a roll call vote on the motion. Members voting aye: Newton, Bush, Hebert, Hilton, Anthony, Neal, Clukey, Clore, Kuhlemeier, Wire, Welch, Helms, Fluegel, Fricke, DeMeester, Diddens, Pinter and Hadley. Eighteen aye. No nay. Motion to approve Service Agreement # with Dimond Bros. carried unanimously. Approval of a Resolution to adopt a Harassment Policy Mr. Newton made a motion to approve the Harassment Policy. Second by Mr. Hilton. This Resolution establishes a policy prohibiting sexual harassment and would be effective immediately following Board approval. Mr. Helms noted that UCCI had also ed language for a Harassment Policy to consider when the Committee revisits this in the future. If passed this evening the County Administrator stated he will send this out to employees and elected officials. It will need to be signed and returned by the end of December so we are in compliance with the new law. The Chair called for a voice vote on the motion. Motion to approve Resolution #P adopting a Policy prohibiting Sexual Harassment for Stephenson County carried unanimously. Approval of a Resolution to adopt an ADA Policy Mr. Newton made a motion to approve the ADA Policy. Second by Mr. Hilton. This Resolution establishes a policy to maintain compliance with the Americans with Disabilities Act. The Chair called for a voice vote on the motion. Motion to approve Resolution #P adopting a Policy to maintain compliance with the Americans with Disabilities Act carried unanimously. Information Mr. Newton reported the Administration Committee will be discussing the possibility of moving their meetings to an earlier time. 3

6 Court Services Approval of Credit Collection Partners Contract for Debt Collection Mr. Diddens made a motion to approve the contract. Second by Mr. DeMeester. It was noted the Circuit Clerk recommended an additional collection agency. Our current collection agency will continue providing their services also. The Chair called for a voice vote on the motion. Motion to approve Contract # with Credit Collection Partners for debt collection carried unanimously. Nursing Center Approval of upgrading the phone system and purchase of new phones Mr. Neal made a motion to approve the upgrade and purchase of new phones from Aero, not to exceed $18,109. Second by Mr. Kuhlemeier. This system will allow for the facility to connect with County offices. The Chair called for a roll call vote on the motion. Members voting aye: Neal, Clukey, Clore, Kuhlemeier, Wire, Welch, Helms, Fluegel, Fricke, Diddens, Pinter, Newton, Bush, Hebert, Hilton, Anthony and Hadley. Members voting nay: DeMeester. Seventeen aye. One nay. Motion to approve upgrading the phone system and purchase new phones from Aero, not to exceed $18,109 carried. Information Mr. Neal reported the facility is upgrading entry doors for the safety of residents and staff. The Stephenson Nursing Center Foundation has agreed to provide 50% of the funding to purchase flooring for the remaining dining rooms, hallways and sitting areas that have not been replaced yet. They have also agreed to fund the purchase of sixty-six (32 inch) televisions, bedspreads and curtains for resident s rooms. They have further agreed to fund 50% of the cost of replacing all facility windows. The funding for the windows will be given in fiscal year 2017 but the windows will not be replaced until FY Planning & Development ~ no further action or informational items Public Works ~ no action or informational items PUBLIC COMMENT ~ no public comments NEW BUSINESS Mr. DeMeester inquired why the Finance minutes from September were still not available. ADJOURN UNTIL 6:30 P.M. JANUARY Mr. Neal made a motion to adjourn. Second by Mr. Hilton. Motion to adjourn until 6:30 P.M. on January 18, 2018 carried at 7:35 P.M. Mr. Newton will be responsible for the Prayer & Ms. Anthony will lead the Pledge 4