PROCEEDINGS OF THE COUNTY BOARD ADAMS COUNTY, ILLINOIS

PROCEEDINGS OF THE COUNTY BOARD ADAMS COUNTY, ILLINOIS COUNTY OF ADAMS) STATE OF ILLINOIS) The County Board of Adams County, Illinois met at the Courthouse, Quincy, Illinois, on Tuesday at 7:00 P.M., pursuant to recess. PRESENT: Mike McLaughlin, Chairman Georgia Volm, County Clerk Chairman McLaughlin called the meeting to order. The County Clerk called roll and the following members were present: Heidbreder, Johnson, Baum, Obert, Peter, McCleary, Hibbert, Totsch, Bockhold, Niekamp, Scott, Richard Reis, Bennett, Cole, Randall Reis, Snider, Bellis, McLaughlin. Those absent were Wand, Peters. Total present: 18. Total absent: two. Chairman McLaughlin declared a quorum present. Chairman McLaughlin excused Mr. Wand and Mr. Peters from the meeting. Officeholders, department heads, and/or their representatives also present were: Mr. Barnard from the State s Attorneys Office, Ms. Reddington from the Treasurer s Office, Sheriff Fischer from the Sheriff s Office, Mr. Rowlands from 911, Mr. Foster from ESA, Ms. Zimmerman from the Supervisor of Assessments Office, Mr. Klusmeyer from the Highway Department, Mr. Hancox from Probation, Mr. Myer from the Ambulance Department and the Coroner s Office, and Ms. Bluhm from the Health Department. - - - - - - - - - - Mr. Hancox gave the invocation followed by the pledge of allegiance to the Flag of the United States of America. - - - - - - - - - - County Board Appointment/Sparks Chairman McLaughlin entertained a motion to appoint Ms. Connie Sparks to County Board-District 1. Mr. Richard Reis moved to appoint Ms. Connie Sparks to County Board-District 1. Mr. Obert seconded the motion. Motion to appoint Ms. Connie Sparks to County Board-District 1 adopted. Ms. Sparks was sworn in by the County Clerk, followed by a welcome back from Chairman McLaughlin and the County Board members. - - - - - - - - - -

Page 2 - - - - - - - - - - Mr. Bennett moved to approve the minutes of the June 15, 2004 meeting as printed and distributed. Mr. Obert seconded the motion. Motion to approve the June 15, 2004 minutes as printed and distributed adopted. - - - - - - - - - - TRANSPORTATION, BUILDING & TECHNOLOGY Committee Action & Report (Mr. Baum) Bills The committee met on June 16, 2004 and reviewed the bills for the Maintenance Department, the Jail, the Regional Superintendent of Schools, and the Technology Department. All of the bills were in order. Courthouse Roof The committee discussed the roof replacement at the courthouse. Work will begin the first week in August, 2004. The work had been scheduled to begin on July 7, 2004, but inclement weather postponed the date. It should take approximately three weeks to complete. Jail Appliance Replacements The oven, two washers, and two dryers were replaced in the jail. Bills/Highway Department The committee met on July 12, 2004 and reviewed the bills for the Highway Department. All of the bills were in order. Locust Street Work on Locust Street between 30 th and 36 th Streets is progressing well. The intersection at 30 th & Locust is complete. Work is currently being done on the intersection and driveway at the post office on 36 th Street. County Pre-mix The maintenance crew has finished the County s pre-mix. Kellerville Bridge The bridge on the Kellerville blacktop will be open in approximately three weeks. The weather (rain) has delayed work for about two weeks. County Highway Resolutions Three resolutions were read by the County Clerk for approval. 07-2004-01 Resolution to pay the Illinois Department of Transportation final payment of $47,294.39 for County Bridge Fund Project #690 (Section 96-00156- 00-BR) on County Highway 4, located approximately 6.25 miles north of Plainville, IL. (See Attachments A-1). Mr. Bennett moved to approve the resolution as read. Mr. Obert seconded the motion.

Page 3 Motion to approve the resolution as read adopted. 07-2004-02 Resolution for a floodplain variance for Mr. Warren Speckhart for a 5,500 bushel grain bin and authorizing that a permit be granted for such variance. (See Attachment B-1). Mr. Scott moved to approve the resolution as read. Mr. Baum seconded the motion. Motion to approve the resolution as read adopted. 07-2004-03 Resolution to pay the Illinois Department of Transportation partial payment of $19,313.80 for County Bridge Fund Project #706 (Section 02-00078-010-BR) on County Highway 7, located approximately 2.75 miles northwest of Marcelline, IL. (See Attachment C-1). Mr. Bennett moved to approve the resolution as read. Mr.Baum seconded the motion. LEGISLATIVE & JUDICIAL Committee Action & Report (Mr. Bockhold) Bills The committee met on Tuesday, June 29, 2004 and reviewed the bills from the Circuit Clerk, Juvenile Detention Center, Probation Department, Public Defenders Office, State s Attorneys Office, and the Supervisor of Assessments. All of the bills were in order. Employee Handbook Additional suggestions or changes have not been proposed for the Employee Handbook since it was tabled in June, 2004. Mr. Bockhold moved to approve the Employee Handbook as printed. Mr. Baum seconded the motion. Motion to approve the Employee Handbook as printed adopted. Mr. Bockhold stated that amendments to the Employee Handbook could be made at any time. The committee s next meeting will be on Tuesday, July 20, 2004 at 7:00 P.M. in the County Board Room.

Page 4 PUBLIC HEALTH & SAFETY FINANCE Committee Action & Report (Mr. Mark Peter) Jail Report The Public Health & Safety Committee met on Tuesday, June 22, 2004 in the law library. Sheriff Fischer updated the committee on jail activities. Repairs to the showers are complete. The heating and air conditioning system still present problems to the jail staff. This is partly due to the location of the units, which are in the housing areas. Inmate Health Care Package Sheriff Fischer presented the committee with information regarding health care packages for the inmates. The committee will review the information. First Response Grants The committee discussed NIMS and the availability of grants for the Sheriff s Department, fire departments, and other emergency personnel in the county. EMS Coordinator Mr. Foster provided the committee with a copy of the emergency services spending budget from Sangamon County. The committee will continue reviewing the need for a full-time emergency service coordinator. Rabies Vaccination Clinic The committee heard from Mr. Grimes that a rabies vaccination clinic will be held at the Adams County Fair this year. Rabies Registration System Mr. Grimes reported to the committee that the new rabies registration system with the local veterinarians is working well. The amount of registrations in May, 2004 is about double the registrations in May, 2003. The next meeting of the Public Health & Safety Committee will be on Tuesday, July 22, 2004 at 7:00 P.M. in the law library. Board of Health Appointee/Peter Chairman McLaughlin entertained a motion to reappoint Mr. Mark Peter to the Board of Health. Mr. Scott moved to concur with the appointment. Mr. Randall Reis seconded the motion. Motion to reappoint Mr. Mark Peter to the Board of Health adopted. Committee Action & Report (Mr. Heidbreder) Bills The committee met on July 5, 2004 and reviewed the bills. Annual Audit A preliminary management letter from Dennis Koch, the County s accountant from Wade & Stables, was presented to the committee. Due to the requirements for a modified accrual basis of accounting in Governmental Accounting

Page 5 Standards Board 34 (GASB 34), the final audit will not be complete until the end of July, 2004. Budget Request Forms Budget request forms have been forwarded to all officeholders and department heads. Due to on-going labor negotiations, salaries have been excluded at this time. Included with this year s request forms is a three year projection for capital expenditures. The completed forms are to be forwarded to the Finance Committee by July 20, 2004. Illinois Municipal Retirement Fund (IMRF) The Finance Committee is in receipt of a letter from IMRF regarding the employer s annual rate. The rate for regular employees will increase slightly, while the rate for the Sheriff s law enforcement personnel (SLEP) will decrease slightly. IMRF s target rate for employer s is 8.61% for regular employees and 13.48% for SLEP employees. Employee rates are fixed at 4.5% and 6.5%, respectively. Due to a slow investment growth in IMRF s account in the year 2002, the rates must, by statute, be adjusted over the next five years to fund the shortfall. The County s rates will probably increase slightly each year until FY 2007-2008. Finance Report Year-to-date budget vs. actual numbers are on target. This is a reflection of good management by the officeholders and department heads. Medical Insurance The committee met on July 12, 2004 with representatives from our health care providers for a ten-month review of our self-insured medical program. The County received a $50,000 refund from our medical insurance provider in June, 2004 due to an investigation on a prior claim which ultimately was a worker s compensation claim. Although the County received the refund, the investigation will be reflected in the loss record for worker s compensation. Medical claims for the last ten months have been approximately $90,564 per month, which, if annualized, will be approximately $1,086,0000 in claims this fiscal year. The County budgeted $1,188,000 for the current year, reflecting an 8% positive variance. If this trend continues for the next two months of this fiscal year, an additional $110,000 will be available in the County s reserve. Anticipating a needed reserve of $360,000 to $400,000, the County transferred $150,000 to the reserve account earlier in the current fiscal year. With the refund, the positive $110,000 variance, and the $150,000 transfer, the goal for the reserve could be met. If met, the County may be able to expense the expected premium and losses as opposed to the current expense amount which is based on aggregate premium and losses. For employees paying for dependent coverage, use of expected premium and losses could result in a reduction of expense as well. The committee also discussed the possibility of changes in the County s medical deductible plan for dependent coverage. In September, 2003 the County had 48 employees taking advantage of dependent coverage. That number has dropped to 36 in recent months (a 25% reduction). Premium costs for dependent coverage increased from $277 to $410 earlier this fiscal year. As a result of the decrease in participants, a review of the current deductible policy may result in affordable coverage for dependents.

Page 6 The committee also tabled a motion to award next year s policy for medical insurance to a team lead by Winters Agency. Included in the team is the third party administrator, CCMSI, and the utilization re-insurance manager, Hines & Associates. A proposal will be brought to the County Board at the August 10, 2004 meeting. Labor Labor negotiations should begin in August, 2004 after the Finance Committee compiles the budgets. Revolving Loan In response to a question at the June 15, 2004 meeting from Mr. Scott regarding the status and progress on the building at 4 th and Maine, Mr. Heidbreder stated that the developer is waiting on a response to his request for assisted living. Assisted living is subsidized at both the federal and state level, and although the developer has applied, a response is still pending. Transfer of Appropriations/County Clerk Mr. Heidbreder moved to approve a transfer of appropriations in the amount of $4,000 from Unappropriated Surplus to line item 001-019-5210, Extra Help-Counting Center, $50,000 from Unappropriated Surplus to line item 001-019-5556, ESS-Election Contract, $5,000 from Unappropriated Surplus to line item 001-019-5623, Misc. Supplies, and $1,100 from Unappropriated Surplus to line item 001-019-5735, Mileage-Judges of Election (See Attachment D-1). Mr. Snider seconded the motion. Roll call taken on the motion to approve a transfer of appropriations in the amount of $4,000 from Unappropriated Surplus to line item 001-019-5210, Extra Help-Counting Center, $50,000 from Unappropriated Surplus to line item 001-019-5556, ESS-Election Contract, $5,000 from Unappropriated Surplus to line item 001-019-5623, Misc. Supplies, and $1,100 from Unappropriated Surplus to line item 001-019-5735, Mileage- Judges of Election. Those voting to approve were Heidbreder, Johnson, Baum, Obert, Peter, McCleary, Hibbert, Totsch, Bockhold, Niekamp, Scott, Richard Reis, Sparks, Bennett, Cole, Randall Reis, Snider, Bellis, and McLaughlin. Total 19. Those voting no were none. Total none. Those absent were Wand, and Peters. Total two. Motion to approve a transfer of appropriations in the amount of $4,000 from Unappropriated Surplus to line item 001-019-5210, Extra Help-Counting Center, $50,000 from Unappropriated Surplus to line item 001-019-5556, ESS-Election Contract, $5,000 from Unappropriated Surplus to line item 001-019-5623, Misc. Supplies, and $1,100 from Unappropriated Surplus to line item 001-019-5735, Mileage-Judges of Election adopted. UNFINISHED BUSINESS Golden Fire Protection District Trustee/Heinecke The County Clerk read a petition of reappointment of Mr. Kenneth Heinecke as Trustee of the Golden Fire Protection District which was layed over for 30 days. Mr. Baum moved to approve the reappointment of Mr. Kenneth Heinecke as Trustee of the Golden Fire Protection District which was layed over for 30 days. Mr. Obert seconded the motion.

Page 7 Motion to approve the reappointment of Mr. Kenneth Heinecke as Trustee of the Golden Fire Protection District which was layed over for 30 days adopted. Golden Fire Protection District Trustee/Schmidt The County Clerk read a petition of reappointment of Mr. Herbert E. Schmidt as Trustee of the Golden Fire Protection District which was layed over for 30 days. Mr. Totsch moved to approve the reappointment of Mr. Herbert E. Schmidt as Trustee of the Golden Fire Protection District which was layed over for 30 days. Mr. Baum seconded the motion. Motion to approve the reappointment of Mr. Herbert E. Schmidt as Trustee of the Golden Fire Protection District which was layed over for 30 days adopted. NEW BUSINESS Monthly Reports The County Clerk had monthly reports for the June, 2004 paid bills, the Coroner s Office, the Adams County Juvenile Center, the Treasurer s Office, the Sheriff s Office, Quincy/Adams County 9-1-1, the Probation Department, the Supervisor of Assessments, the Board of Review, and the County Clerk s Office. Mr. Bockhold made a motion to receive and file the monthly reports with the appropriate committee. Mr. Scott seconded the motion. Motion to receive and file the monthly reports with the appropriate committee adopted. Lima-Tioga Fire Protection District Trustee/Vest The County Clerk read a petition of appointment of Mr. Gary Vest as Trustee of the Lima-Tioga Fire Protection District. Mr. Peter moved to approve the appointment of Mr. Gary Vest as Trustee of the Lima- Tioga Fire Protection District subject to a 30 day layover. Mr. Baum seconded the motion. Motion to approve the appointment of Mr. Gary Vest as Trustee of the Lima-Tioga Fire Protection District subject to a 30 day layover adopted. Mendon Fire Protection District Trustee/Peter The County Clerk read a petition of appointment of Mr. Kirk Peter as Trustee of the Mendon Fire Protection District due to the resignation of Mr. Gary Brickman. Mr. Obert moved to approve the appointment of Mr. Kirk Peter as Trustee of the Mendon Fire Protection District subject to a 30 day layover. Mr. Bockhold seconded the motion. Motion to approve the appointment of Mr. Kirk Peter as Trustee of the Mendon Fire Protection District subject to a 30 day layover adopted.

Page 8 CORRESPONDENCE Illinois Department of Transportation City of Quincy Planning and Development Great River Economic Development Foundation Letter from Verne Hagstrom, Adams County Democratic Central Committee Chairman Thank you card from Judge Dennis Cashman Mr. Scott made a motion to receive and file the correspondence with the appropriate committee. Mr. Bockhold seconded the motion. Motion to receive and file the correspondence with the appropriate committee adopted. -- - - - - - - - - Retirement/Judge Cashman Chairman McLaughlin read the following letter from Judge Cashman: Mike and the Adams County Board, Thanks for the memorable gift of the eagle on a pedestal with dates to remind me of my time as a judge. I truly enjoyed my 25 years of judicial service and was touched by Mike s comments at the retirement ceremony. The gift is now on display in my new office and will remind me of all of the interesting challenges we have faced together over those 25 years. I wish you, Mike, and the entire board the very best in the future in doing the people s business. If I, as a private citizen, can ever be of assistance in helping you accomplish the mission of County government, please don t hesitate to call upon me. NAACP/Jail Facilities Chairman McLaughlin is in receipt of a letter from the NAACP regarding the Grand Jury s investigation of the Adams County jail. In the letter Mr. Gaylon Davis, President, noted concerns about the jail facilities, but indicated he understood the financial situation facing the County. Chairman McLaughlin read the last paragraph: The NAACP hope that looking for another building to be the County jail, or looking into funds to build a new jail are on the priority list of the Adams County Board. Chairman McLaughlin indicated that the jail is a priority for the Adams County Board. The letter will be filed for reference. -- - - - - - - - -

Page 9 Election Systems/ADA Requirements At the request of Mr. Hiedbreder, the County Clerk explained to the County Board a Letter of Intent being signed with the County s election vender, ES&S (Election Systems & Software). In 2006 the County will be required to meet ADA specifications set forth in the Help American Vote Act (HAVA). ES&S has a system in federal testing at this time, and once complete, the equipment will be tested at the state level. The State of Illinois is in receipt of approximately $90 million from the federal level which is to be distributed to Illinois counties to fund the ADA requirements. Based on voting age population Adams County has been tentatively scheduled to receive about $500,000 of those funds. The letter of intent is null if the testing requirements are not met or if the funding does not materialize. The equipment, known as the Automark, meets the needs of those individuals with vision impairments, mobility impairments, and reading impairments. HAVA also requires an alternate language for voters. This equipment can be programmed in about 13 different languages. The equipment is not a vote tabulator, but rather an add-on to the County s optical scan voting tabulators. The County Clerk s goals are to implement the new system at the April, 2005 election. Prescription Medicines Mr. Heidbreder informed the board that employees can purchase prescriptions through the mail or the Internet at a reduced rate. Using one of these two methods, the cost of pharmaceuticals purchased for three months will be at the two month rate. The Finance Committee, in an attempt to make this option affordable to the employees, is reviewing the possibility of utilizing payroll deductions to spread the cost to the employees vs. a one-time payout needed to receive the reduction in the rate. Geographical Information System (GIS) Mr. Johnson reported that the aerial photography will be delivered by the end of August, 2004. Maps will then be updated in the GIS system. Once completed, citizens can access the County s website, www.co.adams.il.us and view plats. Maintenance & Offices Mr. Snider relayed to the County Board that in a conversation with Sheriff Fischer he learned that two officeholders had complimented the maintenance staff on the cleanliness of their offices. Mr. Snider wished to thank the County Board for their support in providing an extra employee for the Maintenance Department. Chairman McLaughlin extended appreciation and thanks to Assistant State s Attorney, Mr. Barnard, for assisting with the County Board meeting () in the absence of State s Attorney Bier. Mr. Bier is involved in a murder trial preparation and was unable to attend the meeting.

Once again Chairman McLaughlin extended a welcome to Mrs. Sparks on her appointment to the County Board. -- - - - - - - - - Page 10 Chairman McLaughlin moved that the meeting be recessed until Tuesday, August 10, 2004 at 7:00 P.M.