STEPHENSON COUNTY BOARD MEETING STEPHENSON COUNTY BOARD ROOM MARCH 13, 2014 6:30 PM AGENDA TOPICS I II III IV V VI VII VIII IX X XI XII XIII XIV XV XVI CALL TO ORDER ROLL CALL PLEDGE OF ALLEGIANCE LED BY MR. NEAL & PRAYER RESPONSIBLE BY MR. PARKER APPROVAL OF THE AGENDA CONSENT AGENDA......ROLL CALL VOTE A. Approval of the February 13, 2014 Minutes B. Refer all claims on the Clerk s desk to the proper committees without reading C. Approve and place Communications on file in the Clerk s Office PUBLIC COMMENT ON AGENDA ITEMS (Limited to 3 minutes per person) UNFINISHED BUSINESS SHERIFF S REPORT HIGHWAY REPORT Public Works Approval of HD14-10 awarding bid for compact track loader to Peabudy s North Approval of HD 14-11 supplemental County Engineer expenses from Motor Fuel Tax Funds for Section 13-00000-00-CS Approval of HD 14-12 purchase of radio system through State purchasing in an amount not to exceed $28,780 ZONING REPORT Approval of Map Amendment to rezone property from A-2 to M-1 for Gerald Schmidt at 1060 Rock Grove Road PECATONICA PRAIRIE PATH/JANE ADDAMS TRAIL REPORT 9-1-1 REPORT EMERGENCY MANAGEMENT REPORT HEALTH DEPARTMENT REPORT CHAIRMAN S REPORT APPOINTMENTS Appointment of Ron Kane to replace Pete Willging on the Enterprise Zone Committee 1
XVII CLAIMS Administration 85,230.63 Court Services 17,880.48 Finance & Procurement 869,046.08 Nursing Center 261,384.59 Planning & Development 31,128.54 Public Property 54,606.97 Public Safety 40,859.22 Public Works/Animal Control 113,785.76 9-1-1 39,935.05 Total Claims $1,513,887.32 XVIII ACTION ITEMS AND INFORMATION FROM STANDING COMMITTEES Finance Approve setting compensation for the Offices of the Sheriff, County Clerk & Treasurer for the upcoming term of office (term beginning 2014 and ending in 2018) Approve setting compensation for County Board Members for the upcoming term of office (term beginning 2014 and ending in 2018) Approve Resolution for sale of surplus property XIX XX XXI Public Property Approve ratification of Federal Inmate Program Contract with the U.S. Marshals Service and authorize $30,000 payment for claim #179178 to the Summerill Group LLC Administration Approval of Vehicle Use Procedures & Policy Approval of Credit Card Policy Court Services No action items Nursing Center Approval of purchase and installation of Rooftop de-humidifier/air Conditioner Unit from Freeport Sheet Metal for $38,339.00 Planning & Development Reaffirm approval of the recommendation made on August 26 th by the Planning & Development Committee for the County to receive back ownership of the McConnell Bobtown Landing effective December 1, 2013 COUNTY BOARD MILEAGE & PER DIEMS Pending review by Finance Chairman EXECUTIVE SESSION Discussion on the Appointment/Employment Matters per 5 ILCS 120/2(c)(1) Discussion on Collective negotiating matters between the public body and its employees or their representatives per 5 ILCS 120/2(c)(2) ACTION OUT OF EXECUTIVE SESSION Possible action on the Appointment/Employment Matters per 5 ILCS 120/2(c)(1) Possible action on Collective negotiating matters between the public body and its employees or their representatives per 5 ILCS 120/2(c)(2) XXII NEW BUSINESS 2
XXIII PUBLIC COMMENT (Limited to 3 minutes per person) XXIV ADJOURN UNTIL 6:30 P.M. THURSDAY APRIL 10, 2014 Mr. Clukey will be responsible for the Prayer & Mr. Kuhlemeier will lead the Pledge 3
STEPHENSON COUNTY BOARD MEETING STEPHENSON COUNTY BOARD ROOM MARCH 13, 2014 6:30 PM I-III The Stephenson County Board met in the County Boardroom on Thursday March 13, 2014. Chairman Hadley called the meeting to order at 6:30 p.m. Mr. Newton opened the meeting with Prayer and Mr. Neal led the Pledge of Allegiance. The Clerk called the roll. Members present: Samuel Newton, Bennie Brown, Sheila Hooper, Edward Mulligan, Charles Hilton, Bill Hadley, Dan Neal, Donald Parker, Christopher Clukey, Gail Clore, Anthony Kuhlemeier, Alvin Wire, David Schexnayder, Ken Ward, James Schultz, Ronald Fluegel, Salvatore Détente, Jim DeMeester, Mark Diddens, Jerry Clay and David Martindale. Members absent: Jeffrey Mikkelsen. Twenty one members present. One member absent. IV APPROVAL OF THE AGENDA Ms. Clore made a motion to approve the agenda as received. Second by Mr. Kuhlemeier. The Chair called for a voice vote on the motion. Motion to approve the agenda a received carried unanimously. V CONSENT AGENDA A. Approval of the February 13, 2014 Minutes B. Refer all claims on the Clerk s desk to the proper committees without reading C. Approve and place Communications on file in the Clerk s Office Mr. DeMeester requested that item A. Approval of the February 13, 2014 minutes be removed from the consent agenda. Mr. Mulligan made a motion to approve the consent agenda. Second by Mr. Diddens. The Chair called for a roll call vote on the motion. Members voting aye: Mulligan, Hilton, Neal, Parker, Clukey, Clore, Kuhlemeier, Wire, Schexnayder, Ward, Schultz, Fluegel, Détente, DeMeester, Diddens, Clay, Martindale, Newton, Brown Hooper and Hadley. Twenty one aye. No nay. Motion to approve the consent agenda carried unanimously. A. Approval of the February 13, 2014 Minutes Mr. Mulligan made a motion to approve the February minutes as received. Second by Mr. Kuhlemeier. Mr. DeMeester made a motion to amend the minutes; page 4 under Finance (Board Members Détente, Martindale, Ward and DeMeester spoke in opposition of the ordinance suggesting we should use internal County funds.) He stated he had spoken in opposition because no one at Finance had read the Installment Purchase Agreement and would like the minutes to reflect that. Second by Mr. Martindale. The Chair called for a voice vote on the amendment. Motion to amend the minutes to reflect that Mr. DeMeester spoke in opposition to approving the Ordinance because no one at Finance had read the Installment Purchase Agreement carried unanimously. Mr. Schexnayder made a motion to amend the minutes; on page 1 under Approval of the Agenda correct. 9 aye. 12 aye to read 9 aye 12 nay, Page 5 under Public Safety; spelling correction of anonymous and page 6 under mileage and per diems; it reflects 0 day and 0 miles. He does not submit a per diem form so he does not want his name listed. Mr. Martindale expressed the same request. It was noted these items did not need action. The Chair called vote a voice vote on the motion as amended. Motion to approve the February 13, 2014 minutes as amended to reflect that Mr. DeMeester had spoke in opposition of approving the Ordinance authorizing Refunding Debt Certificates because no one had read the Installment Purchase Agreement carried unanimously. VI PUBLIC COMMENT ON AGENDA ITEMS No public comments noted VII UNFINISHED BUSINESS No unfinished business noted VIII SHERIFF S REPORT Sheriff Snyders reported on the Agreement with the U.S. Marshals Service. The new rate of $75 for housing Federal prisoners will began on March 1 st. They currently have four Federal inmates in custody. Discussion was held on the protocol for hiring additional officers. 1
IX HIGHWAY REPORT/ Public Works Mr. Isbell reported on the following: The Committee has had discussions on a composting facility and are willing to work with a private party Spring road postings have gone up 90-95% of the labor for the Pearl City Road/Kiwanis Drive intersection was done by local contractors Approval of HD14-10 awarding bid for compact track loader to Peabudy s North Mr. Clay made a motion to approve HD14-10. Second by Mr. Fluegel. The Chair called for a roll call vote on the motion. Members voting aye: Clay, Martindale, Newton, Brown, Hooper, Mulligan, Hilton, Neal, Parker, Clukey, Clore, Kuhlemeier, Wire, Ward, Schultz, Fluegel, Détente, DeMeester, Diddens and Hadley. Member voting nay: Schexnayder. Twenty aye. One nay. Motion to approve HD14-10 Resolution #14-03-2053; awarding bid for compact track loader to Peabudy s North carried. Approval of HD14-11 supplemental County Engineer expenses from Motor Fuel Tax Funds for Section 13-00000-00-CS Mr. Clay made a motion to approve HD14-11. Second by Mr. Mulligan. The Chair called for a voice vote on the motion. Motion to approve HD14-11 Resolution #13-03-2054; appropriating supplemental County Engineer expenses from Motor Fuel Tax Funds for Section 13-00000-00 carried unanimously. Approval of HD 14-12 purchase of radio system through State purchasing in an amount not to exceed $28,780 Mr. Clay made a motion to approve HD14-12. Second by Ms. Clore. Discussion was held on the age of the current system and concerns with the availability of parts. The Chair called for a roll call vote on the motion. Members voting aye: Clay, Martindale, Newton, Brown, Hooper, Mulligan, Hilton, Neal, Parker, Clukey, Clore, Kuhlemeier, Wire, Schexnayder, Ward, Schultz, Fluegel, Détente, DeMeester, Diddens and Hadley. Twenty one aye. No nay. Motion to approve HD14-12 Resolution #14-03-2055; purchase of a radio system through State purchasing in an amount not to exceed $28,780 carried. Mr. Clay reported the salt capacity is in good shape for the season. X ZONING REPORT Approval of Map Amendment to rezone property from A-2 to M-1 for Gerald Schmidt at 1060 Rock Grove Road Mr. Groves reported the Zoning Board unanimously recommends the approval of this Map Amendment to allow for the use of a Hobby Machine Shop. Mr. Clukey made a motion to approve the Map Amendment. Second by Mr. Fluegel. The Chair called for a voice vote on the motion. Motion to approve #MA2014-01; zoning change from A-2 (General Agriculture) to M-1 (Limited Manufacturing) carried unanimously. XI PECATONICA PRAIRIE PATH/JANE ADDAMS TRAIL REPORT No report XII 9-1-1 REPORT Mr. Groves distributed monthly reports and presented an overview of this month s meeting and financial report. XIII EMERGENCY MANAGEMENT REPORT Mr. Groves reported the River is at 10.03. XIV HEALTH DEPARTMENT REPORT Mr. Beintema distributed information and reported on the following: Food Scores for the month of February County statistics from the Community Health data The Health Department held a 2 nd meeting of the 5-year county-wide assessment called 21 st Century Health Communities. A large community group was used to determine the top 3 County critical issues. Action plans for 3 health issues will be developed in late April XV CHAIRMAN S REPORT Chairman Hadley reported on the following: Reminder of UCCI Legislative Reception and U of I Seminar on March 25 th and 26 th January UCCI Educational Seminar has been rescheduled to April 26 th at Sauk Valley College Distributed information on unemployment in Stephenson County and a list of restrictive County funds 2
Board Members commented on the list of restricted funds. XVI APPOINTMENTS Appointment of Ron Kane to replace Pete Willging on the Enterprise Zone Committee Mr. Hilton made a motion to approve the appointment. Second by Mr. Newton. Much discussion followed on the appointment and if there was a possible conflict of interest. The Chair called for a roll call vote. Members voting aye: Hilton, Neal, Parker, Clore, Kuhlemeier, Wire, Fluegel, Diddens, Newton, Brown, Hooper, Mulligan and Hadley. Members voting nay: Clukey, Schexnayder, Ward, Schultz, Détente, DeMeester, Clay and Martindale. Thirteen aye. Eight nay. Motion to approve the appointment of Ron Kane to replace Pete Willging on the Enterprise Zone Committee carried. XVII CLAIMS Administration 85,230.63 Court Services 17,880.48 Finance & Procurement 869,046.08 Nursing Center 261,384.59 Planning & Development 31,128.54 Public Property 54,606.97 Public Safety 40,859.22 Public Works/Animal Control 113,785.76 9-1-1 39,935.05 Total Claims $1,513,887.32 Mr. Neal made a motion to approve the claims as read. Second by Ms. Clore. Much discussion was held on the process of claims. The Chair called for a roll call vote on the motion. Members voting aye: Neal, Parker, Clore, Kuhlemeier, Wire, Fluegel, Diddens, Newton, Brown, Hooper, Mulligan, Hilton and Hadley. Members voting nay: Clukey, Schexnayder, Ward, Schultz, Détente, DeMeester, Clay and Martindale. Thirteen aye. Eight nay. Motion to approve the claims as read carried. XVIII ACTION ITEMS AND INFORMATION FROM STANDING COMMITTEES Finance Approval of setting compensation for the Offices of the Sheriff, County Clerk & Treasurer for the upcoming term of office (term beginning 2014 and ending in 2018) Mr. Wire made a motion to approve increasing the compensation $500 per year for the next four years. Second by Mr. Mulligan. Mr. Neal made an amendment to the motion to increase the compensation to $1,000 per year for the 4 year period. Second by Mr. Newton. Discussion was held on the motion. It was noted that a history of the pay scale and a breakdown is normally distributed when setting salaries. Mr. Détente made a motion to layover the matter until the April County Board meeting. Second by Mr. Clukey. Chairman Hadley stated he would get this information to Board Members. Following more discussion on the motion the Chair called for a voice vote on the motion to layover. Motion to layover the approval of setting compensation for the Offices of the Sheriff, County Clerk & Treasurer for the upcoming term of office until the April County Board meeting carried unanimously. Approval of setting compensation for County Board Members for the upcoming term of office (term beginning 2016 and ending in 2020) Mr. Wire reported the Finance Committee recommends the compensation for County Board Members remain the same with no changes in compensation. Second by Mr. Détente. Mr. Newton made a motion to layover the matter until the April County Board meeting. Second by Mr. Hilton. It was noted this is for per diems only. A breakdown and history of the pay scale was again requested. The Chair called for a voice vote on the motion. Motion to layover approval of setting compensation for County Board Members for the upcoming term of office until the April County Board meeting carried with nay vote noted. 3
Approval of Resolution for sale of surplus property Mr. Wire made a motion to approve the Resolution. Second by Mr. Mulligan. Discussion was held on the sale of surplus property. The Chair called for a voice vote on the motion. Motion to approve Resolution #14-03- 2056; for the sale of surplus property carried with seven nay votes noted. Mr. Wire reported that next month the Committee will be having discussion on meetings that receive per diems. Public Property Approval of ratification of Federal Inmate Program Contract with the U.S. Marshals Service and authorize $30,000 payment for claim #179178 to the Summerill Group LLC Mr. Mulligan reviewed the contract with the U.S. Marshals Service. The contract is effective March 1, 2014 and agrees to; 24 male beds, 5 female beds at a per diem rate of $75 and transportation services at $33.34 per hour. Mr. Mulligan made a motion to approve ratification of the contract and payment of the Summerill claim. Second by Mr. Neal. Discussion followed on the process and development of the contract. The Chair called for a roll call vote on the motion. Members voting aye: Mulligan, Hilton, Neal, Parker, Clukey, Clore, Kuhlemeier, Wire, Schexnayder, Ward, Schultz, Fluegel, Diddens, Newton, Brown, Hooper and Hadley. Members voting nay: Détente, DeMeester, Clay and Martindale. Seventeen aye. Four nay. Motion to approve ratification of the Federal Inmate Program Contract with the U.S. Marshals Service and authorize $30,000 payment for claim #179178 to the Summerill Group LLC carried. Administration Approval of Vehicle Use Procedures & Policy Mr. Clukey made a motion to approve the proposed policy and procedures for use of County owned vehicles. Second by Mr. DeMeester. Discussion was held on guidelines of the policy and it was noted the Sheriff s Department is excluded from this policy. The Chair called for a voice vote on the motion. Motion to approve the Vehicle Use Procedures & Policy carried with four nay votes noted. Approval of Credit Card Policy Mr. Clukey made a motion to approve the proposed credit card policy. Second by Mr. Mulligan. Discussion was held on the policy. Mr. Clukey amended his motion to add a witness signature on the acknowledgement form. Second by Mr. Martindale. The Chair called for a voice vote on the amendment. Motion to amend to add a witness signature carried unanimously. The Chair called for a voice vote on the motion as amended. Motion to approve the credit card policy with the addition of a witness signature on the acknowledgement & receipt of policy form carried unanimously. Mr. Clukey reported the Committee will continue to work on policies. Court Services No action items Nursing Center Approval of purchase and installation of Rooftop de-humidifier/air Conditioner Unit from Freeport Sheet Metal for $38,339.00 Mr. Neal reviewed the purchase and installation project. It was noted that installation would need to be done by a certain date in order to qualify for energy savings rebates. Mr. Neal made a motion to approve the purchase. Second by Mr. Brown. Discussion followed on the bidding process. Mr. Clay made a motion to send this back to Committee. Second by Mr. Schexnayder. The Chair called for a roll call vote on the motion. Members voting aye: Clay, Martindale, Mulligan, Clukey, Kuhlemeier, Wire, Schexnayder, Ward, Schultz, Fluegel, Détente, DeMeester and Diddens. Members voting nay: Newton, Brown, Hooper, Hilton, Neal, Parker, Clore and Hadley. Thirteen aye. Eight nay. Motion to send the purchase and installation of the Rooftop de- Humidifier/Air Conditioner Unit back to Committee carried. Questions were asked regarding cash flow and accounting concerns. 4
Planning & Development Reaffirm approval of the recommendation made on August 26 th by the Planning & Development Committee for the County to receive back ownership of the McConnell Bobtown Landing effective December 1, 2013 Mr. Fluegel made a motion to reaffirm the recommendation. Second by Mr. Mulligan. Discussion followed on maintenance and budgeted expenses. The Chair called for a voice vote on the motion. Motion to reaffirm approval of the recommendation made on August 26 th by the Planning & Development Committee for the County to receive back ownership of the McConnell Bobtown Landing effective December 1, 2013 carried with two nay votes noted. XIX COUNTY BOARD MILEAGE & PER DIEMS Pending review by Finance Chairman Brown 3 days, 8 miles- Clore 3 days, 0 miles-clukey 4 days, 0 miles- DeMeester 6 days, 60 miles-detente 3 days, 42 miles-diddens 6 days, 108 miles-fluegel 3 days, 130 miles-hadley 5 days, 0 miles-hilton 3 days, 8 miles-hooper 3 days, 0 miles-kuhlemeier 3 days, 25 miles- Mulligan 4 days, 0 miles-neal 3 days, 21 miles- Newton 4 days, 68 miles-parker 3 days, 12 miles-schultz 3 days, 75 miles-wire 4 days, 156 miles. Mr. Mulligan made a motion to approve the mileage & per diems as read. Second by Mr. Hilton. The Chair called for a voice vote on the motion. Motion to approve the mileage & per diems as read carried with four nay votes noted. XX EXECUTIVE SESSION Discussion on the Appointment/Employment Matters per 5 ILCS 120/2(c)(1) Discussion on Collective negotiating matters between the public body and its employees or their representatives per 5 ILCS 120/2(c)(2) Mr. Clukey made a motion to move into executive session to discuss the fore mentioned matters. Second by Mr. Mulligan. The Chair called for a roll call vote on the motion. Members voting aye: Clukey, Clore, Kuhlemeier, Wire, Schexnayder, Ward, Schultz, Fluegel, Détente, DeMeester, Diddens, Clay, Martindale, Newton, Brown, Hooper, Mulligan, Hilton, Neal, Parker and Hadley. Twenty one aye. No nay. Motion to move into executive session to discuss Appointment/Employment and collective negotiating matters carried. XXI ACTION OUT OF EXECUTIVE SESSION No action needed XXII NEW BUSINESS Mr. Clay requested Department Heads have the opportunity to review and have input on policies before they are approved by the Board. Mr. Schexnayder stated he would like to see budget status reports when claims are being approved so they are aware of the balance in the various line items. Mr. Détente asked when he was going to get an answer to his question about where a half million dollars went from the Nursing Center Fund? He suggested each Committee be given current budget status reports for their respective Committees for members to review. Ms. Clore would like to look into the ability to provide viewing access of the Board Meetings to all County residents. Mr. Clay voiced his concern that the question regarding the Nursing Center fund has not been answered. XXIII PUBLIC COMMENT No public comments XXIV ADJOURN UNTIL 6:30 P.M. THURSDAY APRIL 10, 2014 Mr. Fluegel made a motion to adjourn. Second by Mr. Hilton. The Chair called for a voice vote. Motion to adjourn carried at 10:57 pm. Mr. Clukey will be responsible for the Prayer & Mr. Kuhlemeier will lead the Pledge 5