PROCEEDINGS OF THE

PROCEEDINGS OF THE COUNTY BOARD

KNOX COUNTY , ILLINOIS

February 23, 2005

STATE OF ILLINOIS )

) SS

COUNTY OF KNOX )

Proceedings of the regular meeting of the Knox County Board, held at the Knox County Courthouse, Galesburg , Illinois on Wednesday, February 23, 2005 at 6:00 p.m.

The meeting was called to order by Chairman Janet Occhi and upon roll call the following members reported present:

District 1 Caroline Porter

District 2 Gayle Keiser

District 3 Janet Occhi

District 4 George Knapp

District 5 Gerald Link

District 1 Allen Pickrel

District 2 Greg Bacon

District 4 Wayne Saline

District 5 Ricardo Sandoval

District 1 Linda Roberts

District 3 Dale Parsons

District 4 Lowell Mannhardt

District 5 Stephen Johnson

and those absent: District 3 Paul Hevland

District 2 Dana Shallenberger

Also present was Scott Erickson, County Clerk .

Chairman Occhi led the members in the pledge to the flag and the invocation was given.

Chairman Occhi asked if there were any changes to the agenda. There were no changes.

Chairman Occhi asked if there were any public comments. There were none.

Motion was made by Member Knapp, seconded by Member Saline to appoint Trudy Swanson to the Oneida Cemetery Board and roll call vote as follows: Ayes – Porter, Keiser, Occhi, Knapp, Link, Pickrel, Bacon, Saline, Sandoval, Roberts, Parsons, Mannhardt, Johnson – (13); Noes – (0). Motion carried.

Motion was made by Member Parsons, seconded by Member Roberts to obtain a Business Credit Card for County Departmental use. Member Johnson stated that this is a good idea, but we need to be careful how the card is used. He suggested and presented to the Board members a list of guidelines to be considered. He further stated that this card should be centrally maintained and used by all departments. Member Porter stated that she was not sure how practical this credit card is and how complicated it might be for department heads to use. She thinks it would be a better idea to let the Department heads obtain a business card and be responsible for its use. Member Saline stated that this was discussed at the last Board meeting, and he thought that guidelines would be included in the member packets. He stated that the opportunity would exist for the County to lose control if each department were to have their own individual credit cards. He suggested only one card with a paper trail so everyone knows who is accountable. Member Mannhardt said that he doesn’t think that we should have a credit card—bills should be submitted to be reimbursed. Member Johnson reviewed the need for the credit card and gave examples that motel rooms cannot be reserved without a credit card and vendors sometimes require a credit card before items can be purchased. Member Porter replied that any vendor should not request payment until we get a bill. Member Johnson said that part of the problem is that we need to order parts and cannot do so unless we have an established account. Member Saline stated that in today’s environment, due to past abuses, some places will not allow accounts without a credit card number. Some local businesses may carry the County’s bills for 30 to 60 days and some State reimbursements take about 6 to 8 months to be received. It is not fair for businesses to assume this burden for something that we can remedy by issuing a county credit card in a responsible manner and taking precautions. Member Mannhardt said that room costs could be determined in advance and funds could be ready to take with them to the hotel. Member Johnson mentioned about the up-coming UCCI Conference. Even though we can send the money in advance, it is common practice that rooms cannot be reserved without a credit card. Duane Ratermann asked if this measure is adopted, as a department head could he still use his personal credit card for motel reservations or should be use the County credit card? Member Johnson responded that it would be preferred if he used the County credit card as we are trying to get away from using the personal credit cards for county business. Member Parsons stated that if department heads should put those expenses on their own personal credit cards then with total documentation the County would reimburse those expenses. Member Johnson responded that this was discussed two weeks ago at the previous Board meeting and that it is not a good idea for government agencies to use individual credit cards for governmental business. Duane questioned the number of cards that will be available as there will be numerous conferences and things going on at the same time. Chairman Occhi replied that there would be only one card. Member Johnson said that participants could call the Treasurer’s office, and she will call the reservations office with the credit card number. Member Johnson replied that the conference participant would have a check from the county with him as he should know what the total charges are. Duane stated that you cannot get a check without an invoice. Treasurer Davis replied that usually the motels will include applicable charges and send a statement. Duane reiterated the complications of trying to do business, whereas if our own personal credit card is used and documentation submitted, what is the problem? Chairman Occhi said that would also be appropriate. The county credit card would be for reservations and occasional purchases. Rod Cleair shared how he had to pay late charges when a personal credit card was used. Member Saline further stated the problem of late fees incurred on your personal credit card when you are relying on someone to pay you back which is not good for your credit rating. H e said we shouldn’t put someone in that position when we have the opportunity to do something about it. Roll Call vote as follows: Ayes –, Occhi, Knapp, Link, Pickrel, Bacon, Saline, Sandoval, Roberts, Parsons, Johnson – (10); Noes – Porter, Keiser, Mannhardt (3). Motion carried.

Motion was made by Member Sandoval, seconded by Member Porter to accept the Annual Health Department Report for 2004 and place it on file with the County Clerk . Greg Chance reported that this is the same document type as the last three or four years and will be an inserted in this Sunday’s Galesburg Register-Mail. Several items of interest are included in this report: 1) educated the taxpayers of Knox County as to how public health dollars are being spent, 2) reported how efficient the Health Department has been with the health fund levy as established by the referendum of 1992, and 3) informed the taxpayers of Knox County where the property taxes do go. Nearly 60% of tax dollars collected in the County go to the schools including elementary, secondary schools and Carl Sandburg College . A Voice vote was taken as follows—Ayes (13); Noes—(0).

Motion was made by Member Johnson, seconded by Member Roberts to approve the Memorandums of Understanding for Homeland Security Grant purchases. Administrator Hallberg reported that the purchases that were made are included in the member board packets. The Memorandums will be signed by the various local governmental entities and it states the County is not responsible for the insurance or upkeep of the equipment. The required $52,000 to pay for these purchases is already in place. The roll call vote was taken as follows: Ayes – Porter, Keiser, Occhi, Knapp, Link, Pickrel, Bacon, Saline, Sandoval, Roberts, Parsons, Mannhardt, Johnson – (13); Noes – (0). Motion carried.

Member Porter asked that the Tax Bill Timetable Discussion be placed on the next agenda. She would like to offer a resolution for first reading at the next meeting to set down a more explicit timetable. She has talked to the Treasurer, Paul Monzo in the County Clerk ’s Office, and Joyce Skinner to discuss dates with them. She would like this in writing to allow the County Board to see this ahead of time and be prepared to discuss this at the next meeting.

Treasurer Davis reported to the Board concerning the Resolution Abating Taxes for 2004 on Series 1999 Public Safety General Obligation Bonds. She reported that this is done every February. Motion was made by Member Johnson, seconded by Member Mannhardt to approve this resolution. The roll call vote was taken as follows: Ayes – Porter, Keiser, Occhi, Knapp, Link, Pickrel, Bacon, Saline, Sandoval, Roberts, Parsons, Mannhardt, Johnson – (13); Noes – (0). Motion carried.

A motion was made by Member Parsons, seconded by Member Saline to approve the Resolution Abating Taxes for 2004 on Series 2003 Public Safety Building General Obligation Bonds with roll call vote as follows: Ayes – Porter, Keiser, Occhi, Knapp, Link, Pickrel, Bacon, Saline, Sandoval, Roberts, Parsons, Mannhardt, Johnson – (13); Noes – (0). Motion carried.

Administrator Hallberg presented the Animal Control Business Report and reminded the Board members that the information was in their packets. He sent a letter to Doc Joe requesting his intentions as to whether he wants to continue in his position or work with the County in a consulting role. He has not yet heard back from Doc Joe.

Administrator Hallberg presented the Mary Davis Home Report and stated that the utility bills have been higher than usual. There are 38 clients in the Home as of last week. This is high for the winter months. In January the facility billed out $82,540. For Knox County ’s clients, it would be $24,620 for January if we had to house clients outside of the Mary Davis Home. Hallberg stated that the facility has not needed to borrow money. Rod Cleair informed the Board that the State continues to be a couple of months behind in their payments to the Mary Davis Home. They currently owe them about $150,000.

Administrator Hallberg presented the zoning report. Building permits have been up as some people begin building in March. Violations and complaints have been low. The next packet will contain the January report. In the Board packet is the paid invoice to the Health Department for $395.80 for services provided. This program is working well and is a cost savings to the County. Regarding the assessor’s report, Joyce Skinner received a zero multiplier from the State. The State will be reimbursing the county for one half of her salary this year. The Board of Review is set to meet March 17 and 18. As of this date, Mrs. Skinner had around 50 complaints—30 residential, and 20 commercial properties. This should be handled in about 2 days. Regarding the protests discussed at the previous meeting, six have withdrawn their protests after the Board made preparations to defend the valuations. We haven’t heard from Butler ’s yet. We are now looking at going $5,000 over the $10,000 budgeted in that line item. Member Johnson asked for an update regarding Maytag’s protest concerning their warehouse. Hallberg responded that Maytag wants its value changed from $3,000,000 to $700,000. This will go to the Board of Review, and they would stick by the assessment. From there it will go straight to P-Tab with the State. This will give us extra time to prepare. Member Bacon inquired if we had contacted other taxing bodies. Hallberg responded that he had talked to three of them and they are willing to help pay. The Board of Review Chairman will be sending letters to officially notify them. Member Saline asked about the request for upfront money. Hallberg responded that we already agreed to upfront this money. Member Saline further stated that we need to know where we are at with these protests. Before, we backed down and didn’t do what we needed to do. We need to find the money in the budget to challenge this protest.

Administrator Hallberg presented the Landfill Business Report and told the board members that the invoices were in the packet. Motion was made by Member Link and seconded by Member Bacon to bid and bring back for a new 3 yard Compactor for the Landfill. Larry Larson addressed the Board to say that the compactor that we have at Farmland is over 8 years old. It probably cycles 300 to 400 times per day and is getting worn out. Replacement is not urgent; however, it is time to take some bids. Member Link stated that there have been problems with this compactor. Member Saline asked about the maintenance schedule. Mr. Larson responded that the slides are greased about every six months. Voice vote was taken as follows—Ayes (13); Noes—(0).

Administrator Hallberg presented the Highway Business Report and informed the members of the information in their packets. They have been working on cutting brush, repairing the roads with patch, and doing some engineering work for bridge work this summer.

Motion was made by Member Johnson and seconded by Porter to approve the bid for the 4 cubic yard end loader for $65,000 with trade from McCann Industries for the Highway Department. Hallberg reminded the Board that the bid sheet is in the packet. Member Mannhardt and Hallberg were at the bid opening. There were 4 bids from the following businesses: Altorfer, Inc., East Peoria ; Martin Equipment, Goodfield; McCann Industries, East Peoria ; and Roland Machinery, Springfield . The low bid was from McCann Industries for a CASE 821C priced with trade in at $68,500. This was a budgeted item. Member Saline asked if the County had previously done business with this company. Duane responded that we had purchased a Case end loader from them almost a year ago. Member Bacon questioned the maximum costs of repairs in the bid and whether the $3,500 is per incident or total. Hallberg responded that this is total. The roll call vote was taken as follows: Ayes – Porter, Keiser, Occhi, Knapp, Link, Pickrel, Bacon, Saline, Sandoval, Roberts, Parsons, Mannhardt, Johnson – (13); Noes – (0). Motion carried.

Motion was made by Member Johnson and seconded by Member Parsons to approve the low bids for furnishing/spreading/stockpiling aggregate for various MFT road districts for maintenance sections. Hallberg told the Board members that the bids were opened the same day as the bids for the end loader. He and Member Mannhardt were present. Basically, the County acts as a third party, in that the County seeks the bids for the township and road districts. No County money is involved. These bids need to be approved, and they are contingent on the approval of the individual superintendents in the districts. They are required by statute to accept the lowest bids. The roll call vote was taken as follows: Ayes – Porter, Keiser, Occhi, Knapp, Link, Pickrel, Bacon, Saline, Sandoval, Roberts, Parsons, Mannhardt, Johnson – (13); Noes – (0). Motion carried.

Member Johnson asked about the effectiveness of the beet juice that the County had been using as a de-icing agent. Duane responded that they hadn’t used it much this season as winter conditions had not warranted its use. We haven’t used it enough to know if it a good product or not. The product contains relatively small amounts of beet juice. Member Parsons stated that East Moline has used this product with great success.

Member Link asked a question about claims saying that there had not been a good time to ask about them before. He asked about the truck wash bill. Duane responded that it is for 35 gallons of truck wash and it is diluted at a 1 to 32 mixture. This should probably last a couple of years. He added that road postings go into effect February 15. Roads are as bad now as they will be this Spring. Even though there will be complaints, we must enforce the road postings. Hallberg reminded the Board of the bid sheet for the gravel, which is included in the member packets. This is for informational purposes only. This is not an action item.

Administrator Hallberg presented the Nursing Home Report. The census was at 142, with 3 in the hospital and 3 pending admissions. The elevator, cooling tower, and physical therapy bids were published. The bid openings will be on February 28. Member Mannhardt and Hallberg will be attending. These bids will be brought back to the Board for approval March 9. The renovation bids were also published. Those will be opened March 7 and will be brought back on the March 23. At this time in the referendum fund the Home owes $225,000. They will have to borrow $40,000 to cover payroll at the end of this week. They are expecting to receive about $50,000 at the end of the month. We will be working with the Treasurer’s office for workers compensation claims and payment schedule. They are still working with Paul Mangieri regarding letters for delinquent accounts. If nothing is heard by the end of the month, we will be filing claims. The dietary manager has resigned and that position has been filled. They have revised their working budget to reflect 153 residents and that information is in the packets. There is also additional information about Project Lifesaver included in the member packets. There have been some inquiries as to the possibility of purchasing some of the Nursing Home farm land. He asked if it the Board’s wish to look into this. Member Bacon asked if this land had been appraised. Member Mannhardt inquired about how many acres there are. Member Johnson responded there are about 120 to180 acres. Hallberg stated that there are 28 acres currently being farmed and another tract of 27 acres. The rental proceeds go to the farm account. Member Porter stated that farm land is selling at a very good price these days, and she would be interested in the prospect of selling some property. Hallberg reminded the Board that the last time that they had looked into this that the State’s Attorney Paul Mangieri gave the opinion that a survey would have to be done, as a part of the land cannot be sold without a referendum. Hallberg will check back with him. Member Saline commented that as he understood it, the County has the ability to decide what we want to do. It has to do with where we want to draw the line, between what is the Home and what is for sale. Member Keiser suggested perhaps exploring the possibility of leasing the land; this could generate income for the county. Member Link stated the last time this subject surfaced there were hard feelings as to where the proceeds would go. Member Mannhardt stated that we can’t lease government property except to another governmental entity. Member Parsons stated that he knew of one person who was interested in purchasing 2 ½ acres. Member Porter stated that the Nursing Home belongs to the County as does the property. She further stated that since the County needs the money, we ought to try to sell the property and make some money for the County. The referendum was just for the Nursing Home Building and not for the farm land. Member Johnson asked that Administrator Hallberg consult with Paul Mangieri to review his previous legal opinion and tell us what steps would be required if we decide to sell some of this acreage. Hallberg said that right now we are renting this land for a low rate. The money generated from any proposed sale would have to go the County General Fund. Member Johnson said that if the County decides to sell some property, he would be opposed to selling all of the land. We should make sure that there is a buffer around the land from any type of industry.

Administrator Hallberg presented his monthly report. The County liability insurance carrier is scheduled to make a presentation to the Board. He passed around copies of a memo to the Board members. This meeting will be held March 1 from 6:00 p.m. to7:30 p.m. at the Prairie Inn. He will also address a Department head meeting the same day. He encouraged all Board members to attend the meeting. Regarding the Personnel Policy Review, information is in the member packets. Longevity is all over the board; however, there are some same matrixes on these. Holidays vary from 10 to14 days. Vacations vary by a week or so depending on years of service. Personal and sick days are much the same across the County. The County is now negotiating with three unions, so there will be some upcoming changes. Contracts are coming up in November for the Courthouse employees union and the Nursing Home union. Member Porter asked if we have anything in the employee handbooks about hiring and firing, as there should be certain guidelines. Hallberg responded that there are general guidelines in the County policy. Member Johnson stated that if, for example, a uniform personnel policy for non union employees were to be put in place by March 1, and benefits frozen to that day, then no one should be hurt. After March 1, we would operate under the uniform personnel policy. Member Mannhardt expressed his opinion that it should be left alone. Member Saline asked that this measure be placed on the next agenda and a vote taken. The discussion then centered on the subject of the uniform/clothing allowance. Member Link stated that he thinks that the clothing allowance for the Landfill is alright. Member Johnson voiced the opposite opinion, stating if the County does agree to a clothing allowance the money should not go to the individual but instead an account should be established. Member Link then addressed the subject of holidays as they may need to be different from one department to another. Member Saline stated that we need to move forward and put this on the agenda to discuss this matter. Member Keiser asked that the next packet would include comments from the Department heads. Member Porter stated that it is impossible to have a totally uniform policy for everybody. Hallberg reminded the Board that the financial reports are in the member packets. We should be at 16.67% revenues and expenses at this point. The General fund is at13% for revenue and expenditures are at 16.5%. For the Nursing Home, revenues are at 20.6% and expenditures at 16.02%. For the Highway Department, revenues are at 24.73% and expenditures at 15.75%. For the Landfill, revenues are at 17.53% and expenditures at 21.01%. And for the Mary Davis Home, revenues are at 30.35% and expenditures at 17.64%. We are holding at our budgeted amounts as of January. We did publish for the service work. Bids will be opened March 8 and Chairman Occhi will be present. As regards the County flag, Hallberg stated that newspaper articles are being prepared. Area schools have been contacted. He also talked to Carl Sandburg College and the Civil Art Center . Additionally, he will be speaking on the radio. Competition will be narrowed down to the best five entries, and then the Nursing Home Residents will vote. Member Mannhardt remarked about the County Seal on the board packets and asked if research could be done to determine if there was also a County Flag adopted at one time. Perhaps, the Seal could be on the County Flag . Administrator Hallberg stated that flag designs would be accepted through the month of March. He had been doing research about an IT person, and he will have more information about that in March. He also addressed the subject of possibly using the City Hall for the County Board Meetings. He has met with Gary Goddard about this option. A formal request would have to be made in order to proceed. If TV coverage is desired, there would be a fee for that service.

Chairman Occhi presented the following consent agenda for approval: 1) Minutes of the Board Meeting February 9, 2005; 2) Claims against Knox County, Illinois, for the period for February 10, 2005-February 23, 2005 (ordering that invoices be accepted and approved and that the County Clerk and County Treasurer be authorized and directed to issue County Warrants in the payment of the bills); 3) Claims by Members for per diem and mileage for the meeting of February 23, 2005; 4) Financial Reports of Scott G. Erickson, County Clerk; Robin E. Davis, Treasurer; Nancy J. McCune, Recorder; Kelly Cheesman, Circuit Clerk; and James K. Thompson, Sheriff; for the month of February 2005 (filed with Clerk); and 5) Sales tax and various taxes for the month of December 2004 in the amounts of $87,477.29 and $18,523.27 and public safety tax in the amount of $78,118.46. Member Pickrel moved that Consent Agenda item number 2 be removed and voted on separately.

Member Sandoval asked for a correction in the minutes in reference to page 86 in the Board packet, the motion to accept the Waste Removal Contract with Waste Management for the Nursing Home and his recorded vote. In fact, Member Sandoval did vote No. Member Keiser asked for a correction in the minutes in reference to page 88 in the Board packet regarding her vote for the consent agenda items. Member Link asked for a correction in the minutes in reference to page 88, and the Comment about the price for fuel. The County Clerk will investigate and recheck the records.

Motion was made by Member Parsons and seconded by Member Mannhardt to accept Item 1 with the corrected minutes along with Items 3, 4, and 5 of the consent agenda. Roll call vote as follows: Ayes – Porter, Keiser, Occhi, Knapp, Link, Pickrel, Bacon, Saline, Sandoval, Roberts, Parsons, Mannhardt, Johnson – (13); Noes – (0). Motion carried.

Motion was made by Member Parsons and seconded by Member Pickrel to approve Consent Agenda Item 2. Member Keiser asked about the Sheriff’s bills. Chairman Occhi replied that only the bills that were handed out at the meeting for the Sheriff’s office are included for payment. Member Keiser requested that any late fees or charges as a result of the delayed payment of this Department’s bills be brought to the Board’s attention. Member Johnson asked that the bills for the Public Defender’s Office were to be included for payment since their summary sheet was omitted from the packet. Chairman Occhi stated that they were included to be paid. Member Parsons questioned a bill on page 111, regarding the upcoming UCCI Conference in Springfield. Chairman Occhi stated that she would be attending as well as Member Johnson, Administrator Hallberg and Treasurer Davis. Costs would be reimbursed at $75 per person from UCCI. Roll call vote as follows: Ayes – Porter, Keiser, Occhi, Knapp, Link, Bacon, Saline, Sandoval, Roberts, Parsons, Mannhardt (11); Noes – (0) Pass -- Pickrel, Johnson (2). Motion carried.

STATEMENTS OF GENERAL CONCERN

Member Porter is enthused about the possibility of sitting and facing the audience. We should further investigate the opportunity to meet in the City Hall.

Member Keiser asked about the seating arrangement and to try having the board members sit on the inside of the tables so their backs would not be to the audience. County Clerk Erickson stated that space limitations are an issue and alternate arrangements could be tried. Member Keiser would like to continue to meet at the Courthouse. On another matter, she doesn’t think that it is appropriate to approve the County Board Minutes at the conclusion of the meeting. This should be done at the beginning of the meeting as per Robert’s Rules of Order. She requests that minutes be approved at the beginning of the meeting.

Members Occhi and Knapp had no comments at this time.

Member Link stated that he was encouraged by some of the Department heads who gave reports and answered questions. He would like to see more of this in the future.

Members Pickrel, Bacon, Saline, Sandoval, and Roberts, had no comments at this time.

Member Parsons invited those present to attend the Chili Cook-Off to be held at the Knights of Columbus Hall on February 26.

Member Mannhardt had a question about bills saying that he would like to see a cover sheet with the totals of the Departments. He would also like standardized summary forms with more details. This will eliminate the need to ask so many questions.

Member Johnson had no comments at this time.

Chairman Occhi reported that the next regular meeting of the Board will be March 9, 2005, 6:00 p.m. at the Knox County Courthouse, Galesburg, Illinois.

Member Parsons moved and seconded by Member Roberts the motion to adjourn. Voice vote and motion carried. The meeting was adjourned at 7:27 p.m.