PROCEEDINGS OF THE COUNTY BOARD

KNOX COUNTY , ILLINOIS

June 22, 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, June 22, 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 3         Paul Hevland

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 2         Dana Shallenberger

Also present was Scott Erickson, County Clerk .                          

            Chairman Occhi led the Members in the pledge to the flag. Since no one was present to give the invocation, Chairman Occhi asked those present to bow their heads for a moment of silence.

            Chairman Occhi asked if there were any additions to the agenda. There were none.

            Chairman Occhi asked for public comments. Kenneth Bragg addressed the Board about private contractors using equipment owned by the Knox County Highway Department. While crossing the 4^th Street bridge, I observed Gunther Construction using Knox County Highway equipment. I made an appointment and discussed this matter with Duane Raterman. We had a lengthy conversation, which left it unresolved. I feel that it is unfair to other private contractors who do not borrow equipment owned by the County. This should not be happening. Chairman Occhi told Mr. Bragg that this matter would be later discussed during the highway business report.

            Randy Bryant brought a public complaint about the same topic. He is concerned that too much work is being taken away when the County trades work for other work.  There are many issues involved and this needs to be looked into.

            Chairman Occhi presented the following items of the consent agenda: 1) approve the minutes of the Board Meeting and closed Board sessions held June 8, 2005, 2) claims against Knox County, Illinois for the period of June 9, 2005-June 22, 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 payment of the bills), 3) claims by Members for per diem for the meeting of June 22, 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 June 2005 (filed with Clerk), and 5) sales tax and various taxes for month of March 2005 in the amounts of $87,769.15 and $23,113.51 and public safety tax in the amount of $74,288.56. Member Pickrel asked that consent agenda item 2 be removed and voted on separately. Motion was made by Member Pickrel and seconded by Member Parsons to approve consent agenda items 1, 3, 4, and 5 with roll call vote as follows: Ayes—Porter, Keiser, Occhi, Knapp, Link, Pickrel, Bacon, Hevland, Saline, Roberts, Parsons, Mannhardt, Johnson—(13); Noes— Sandoval—(1). Motion carried.

            Motion was made by Member Porter and seconded by Member Mannhardt to approve consent agenda item 2. Roll call vote as follows: Ayes—Porter, Keiser, Occhi, Knapp, Link, Hevland, Saline, Sandoval, Roberts, Parsons, Mannhardt, Johnson—(12); Noes—(0). Pass—Pickrel, Bacon—(2). Motion carried.

            Administrator Allan Hallberg reminded the Board Members of the flag contest. Members chose the winning design submitted by Ms. Rosalie Burgess on behalf of the Lucretia Leffingwelll Chapter NSDAR of Knoxville. Classic Accents and Link Trucking each donated $50 for the prize money. Member Bacon and Member Link presented the check to her.

            Motion was made by Member Knapp and seconded by Member Sandoval to approve the appointment of Samuel McKie to the Oneida-Wataga Fire Protection District with roll call vote as follows: Ayes—Porter, Keiser, Occhi, Knapp, Link, Pickrel, Bacon, Hevland, Saline, Sandoval, Roberts, Parsons, Mannhardt, Johnson—(14); Noes—(0). Motion carried.

            Chairman Occhi introduced for approval the new postage meter for the courthouse. Treasurer Robin Davis reminded the Board Members of the presentation in the previous meeting. Her recommendation is that we enter into an agreement with Pitney Bowes for 60 months with interest rate at 1.9%. Motion was made by Member Parsons and seconded by Member Roberts to approve this recommendation. Roll call vote as follows: Ayes—Porter, Keiser, Occhi, Knapp, Link, Pickrel, Bacon, Hevland, Saline, Sandoval, Roberts, Parsons, Mannhardt, Johnson—(14); Noes—(0). Motion carried.

            Teresa Welch, from Blucker & Kneer and Associates, reviewed the County Audit and the management letter. In the independent auditor’s report this year, we gave the County Nursing Home accounts receivable a disclaimer of opinion. This means that we were not able to express an opinion on the Nursing Home funds. We were not able to achieve a current balance for the accounts receivable through our audit tests. Member Keiser questioned why previous audits had not revealed problems in the Nursing Home accounts. Ms. Welch responded that in the past, tests were done to evaluate this accounts and we felt comfortable with the balances on those accounts. This year we could not come to the same conclusion. Because of the lengthy Public Aid audit process we have not received finalization of those accounts. It will require 60 to 90 days before these reports come back. Member Saline commented about the aggressive wording in the management letter. Previously we had talked about the need for these measures to be implemented. Norm Underwood stated that in previous years they had made some of these suggestions. Member Saline stated that we should have been hearing these same words for the previous two years. If you would have been this aggressive two years ago, we might not be in the position that we are in now. Mr. Underwood disagreed saying that in the previous years, they were able to go into the Nursing Home and satisfy their concerns. Member Saline said that he is glad that they came forward with this information now. We have to take steps to fix things.

            Chairman Occhi introduced for approval to bid and bring back for insurance provider for the County. Member Saline stated that we do this every year. Motion was made by Member Saline and seconded by Member Johnson to approve this measure with voice vote as follows: Ayes—(14). Noes—(0). Motion carried.

            Chairman Occhi introduced for approval to bid and bring back for auditing services for the County. Motion was made by Member Saline and seconded by Member Parsons to approve this measure. Member Saline stated we had not done this for six years. It is not that we are unhappy with the services provided but we need to bid and bring back. Voice vote recorded as follows: Ayes—(14). Noes—(0). Motion carried.

            Member Saline commented that as of today our revenues are 57.9%; our expenses are 56.8%. As of July 12, we should be at 58%. We are going to be meeting our goals that we established in the last budget. The budget that we wrote for the last year is pretty accurate. We need to continue to hold the line. It is going to be tough from here on out.

            Chairman Occhi introduced the presentation of the conditions of the banks as of March 31, 2005 on file in the County Clerk ’s Office. County Clerk Scott Erickson reminded the Board that this is a house-keeping measure and the Treasurer has filed this information with the Clerk.

            Motion was made by Member Johnson and seconded by Member Link to approve splitting the cost of the proposed demolition with the Village of Victoria for a County owned building and waive the landfill fees. Member Keiser stated that she didn’t understand why we need to waive the landfill fees. There was some discussion about how the details would be worked out and who would be actually demolishing and removing this building. Bill Butts said that the details could be jointly worked out with the Village of Victoria and Knox County . Member Mannhardt asked about the underground tanks. Mr. Butts responded that the main concern was the structure above the ground. This building is in a dangerous condition. We believe that there might be flammable liquids inside. This place needs to be taken down. A lot of the details we will have to deal with as they arise. Member Link stated that we need to move forward. I am sure that the Village of Victoria will be reasonable. Roll call vote as follows: Ayes—Porter, Keiser, Occhi, Knapp, Link, Pickrel, Bacon, Hevland, Saline, Sandoval, Roberts, Parsons, Johnson—(13); Noes—Mannhardt—(1). Motion carried.

            Sheriff Jim Thompson presented an update from the Sheriff department. He asked Board Members what kind of information they want included in the Member packets. Further he asked how often they want to see that information.

The Member packet is already so large. He read the overview report. On June 21, there were 19 Federal prisoners. Today we have 23 Federal prisoners. We have been notified by the Federal government that we will receive a Federal Grant of approximately $40,000, to update security for both the Courthouse and the jail. Primarily this is for the courthouse. Later he will present a copy of this grant for your approval. Regarding information that I think that you might be interested is gas consumption. We do try to vary that as much as possible. As the price increases, we do try to keep our consumption down.

            I do think that you would like to see a summary sheet of the jail expenses every month. Member Porter commented that the part that she is interested in is the number of Federal prisoners that are housed in the jail. That directly impacts our budget. Sheriff Thompson stated that the information provided to the Board Members should be what they actually want. As regards the Federal prisoners, what would best document that is to give you a copy of the bill that we send to the Federal government for that month. I could also provide a copy of the transport invoice. Member Saline stated that maybe a comprehensive report could be given quarterly. Member Keiser questioned the number in the total census. Sheriff Thompson responded that they average 100 per day. Our numbers are still high. We are trying to keep the Federal numbers high. This year’s budget was written for 20 Federal prisoners per day so we are intentionally trying to stay above that number. Normally we would be in the area of 75 or 80 prisoners. Member Keiser stated that she would like to see both census figures included in the Member packets. Member Johnson stated that he could choose one meeting a month to provide the Sheriff Department update.

            Administrator Hallberg presented the animal control business report. The reports are in the packet.

            Rod Cleair presented the Mary Davis Home business report. For the month of May, we billed out approximately $99,000 for child care. For the first six months of this fiscal year, we are about 20% over the budgeted amount. Part of the reason for that is that we are not detaining as many Knox County kids. The State still owes $264,682. I am expecting a check by the end of the month. Last month we averaged 38 kids per day and 33 of those were from out of the County.  If we don’t get paid soon from the State, since July is a three pay check period, I will be in the same situation as last December. The school report is also included in the Member packets.

            Administrator Hallberg presented the assessor/zoning report. The Assessor has nothing to report. The May zoning activity report is included in the Member packets. The trailer that we discussed at the previous meeting has been removed. We are finalizing the paperwork on that.

            Larry Larson presented the landfill business report. We are continuing the work on the cell construction and getting the dirt work done. We should be done with that part in the next 2 or 2 ½ weeks. Monday we will be opening bids in the Clerk’s office for the furnishing and installation of the liner for the new cell. Member Keiser asked why there was a $250,000 decrease in the 2004 compared to the previous year. Mr. Larson responded that we are not getting as much contaminated dirt. Other landfills have cut their price for accepting that contaminated dirt. There is more competition. Member Bacon asked when this new cell would be completed. Mr. Larson responded that although the dirt work would be done in two or three weeks, the EPA still has to approve it. They have three months to look at it. Member Bacon asked if that would be done before it freezes. Mr. Larson stated that we should be finished by then. It will depend on whether the EPA takes 90 days or not.

            Duane Raterman presented the highway business report. This is the busy road construction season. He passed around pictures of the current projects. We have been using a Bo-Mac recycler on County Highway 2. We used it three days this week and tomorrow we will be shaping the road. Next week we will be chipping or priming that road. Gunthers has completed the curb and gutter work on County Highway 31 west of Lake Storey . By next Monday they will begin laying asphalt. In about two weeks, that job should be completed. County Highway 1 was re-opened today.

            Member Porter asked that Mr. Raterman describe his business arrangement with Gunthers Construction. Mr. Raterman responded a couple days a year they borrow a chip spreader and in return we borrow a shoulder spreader. We borrow other equipment that we don’t have. This does not occur on a regular basis but maybe two days a year; we don’t keep score. Member Porter stated that in cases like having our equipment over in Henry County , the arrangements should be written down. As Board Members we should know what you are doing and what the business arrangements are.

            Member Bacon raised a question about liability. Treasurer Robin Davis responded that we would not be covered by insurance if we are not operating the machinery. Mr. Raterman stated that in Henry County , our staff member is operating the machine. They are paying us to be there. Therefore, our insurance would cover that. In that regard it is no different than our working anywhere else in Knox County . This has been going on for 10 or 12 years. Member Saline stated that he did not have a problem with other governmental entities using our equipment because no one else has some of this specialized equipment. We aren’t bidding against other private contractors. We are doing a service for other governmental agencies.

            Member Link reminded the Board that under the committee system, we did discuss these projects and where the equipment was going. Then we would report back to the Board. Member Bacon questioned if we have an inter-governmental agency contractors’ agreement that would handle cases like Henry County . Mr. Raterman responded that some we do and some we do not. Member Bacon stated that maybe it is a good idea to have a written agreement. I don’t have a problem with using it for governments. However, I do have a problem with the private contractors. I don’t think trading equipment with private contractors is quite right. Member Porter said this is the issue that we need to address tonight. Mr. Raterman asked for direction from the Board. Member Johnson suggested another alternative might be to lease the needed equipment. He again raised the question of liability.

            Much discussion followed about this whole issue of liability when equipment is loaned to private contractors. Member Johnson suggested that the practice of loaning equipment to private contractors be stopped now until State’s Attorney Paul Mangieri or someone else can look into the liability issue. Dean Stone, from the State’s Attorney’s Office, stated that the greater risk for liability is to provide equipment to private individuals. Chairman Occhi asked Mr. Stone about what to do. He stated that it is the Board’s decision to make. Mr. Raterman requested that at this point he would rather discontinue the private borrowing of the equipment. This has never been a big deal.

            Member Link asked about the Bio-fuel that we recently purchased. Mr. Raterman responded that it is the 2% as it would cost us more to go with the 11%, as we would not get the tax break.

            Motion was made by Member Saline and seconded by Member Parsons to approve the agreement of understanding for maintenance and construction with IDOT. Mr. Raterman reminded the Board Members that we are not spending any money on this. Voice vote recorded as follows: Ayes—(14). Noes—(0). Motion carried.

            Duane Raterman introduced for approval the preliminary services agreement with Shive-Hattery, Inc. This is for a box culvert design in Elba Township , approximately a mile east of the Wolf Covered Bridge . The township commissioner has requested some help with this project. It would be 80% township bridge money. They would also pay 50% of the engineering costs. This agreement is just to design the box culvert itself. They would get the plans to us and we would put the bid package together. Member Parsons questioned why an outside engineer is involved. Mr. Raterman responded that a structural engineer would be required for this project. I feel that Shive-Hattery is the most qualified in the area. I request that we approve this tonight. Motion was made by Member Sandoval and seconded by Member Parsons to approve this measure. Member Johnson questioned the total cost. Mr. Raterman replied that the total cost would be $8,720, as indicated on page 107 of the Member packets. This is just to provide structural engineering services. Roll call vote as follows: Ayes—Porter, Keiser, Occhi, Knapp, Link, Pickrel, Bacon, Hevland, Saline, Sandoval, Roberts, Parsons, Mannhardt, Johnson—(14); Noes—(0). Motion carried.

            Marianne Wiesen presented the Nursing Home business report. The sum of $199,000 was paid back to the tax referendum loan. The balance in the checking account is $114,000. I think with the Medicare check that we have coming that we will be able to get through the three payrolls in July. We did get a 90 day extension for the Medicaid review to go over 200 accounts and try not to pay back the amount of money that they want returned to them. The ribbon cutting on the recently remodeled wing will be Saturday. Residents will be moving back into that unit the following Monday morning. I do need to have the mid-year cost report back to the State before June 30.

            Motion was made by Member Johnson and seconded by Member Sandoval to bid and bring back for a concrete pad for trash compactor at the Nursing Home. Member Bacon asked why we are putting a pad there and asked if the trucks are tearing up the asphalt. Ms. Wiesen answered affirmatively. Member Bacon asked if the cost for this would come out of the referendum account. Various Members stated that it would. Voice vote recorded as follows: Ayes—(14). Noes—(0). Motion carried.

            Administrator Hallberg introduced for first reading to approve the hiring of a GIS analyst and the accompanying job description. Back when the GIS System was originally set up the original intent was to hire an analyst to manage and operate the system. We are now at the point when we need to start the process to hire an analyst. In our current budget with GIS revenues are at 67% and we should be at 50%. Last year we did budget $150,000. I think that we will actually exceed that amount. However, for the next year’s budget I plan on reducing that estimate to $104,000, which will reflect the loss of the grant money. Regarding expenditures this year, we are running at 77% and it should be at 50%. This gap will lessen over the next few months because there are no more big payments to be made. We still owe Sidwell $63,263 or 11% of the original contract price of $542,485. Part of this bill will go on the next fiscal year. Overall the system cost study that we did is holding accurate. I estimate the total cost to hire a GIS analyst to be $131,263. This amount would include the salary, IMRF, FICA, software maintenance and support, computer automation, office supplies, continued education and the balance of the Sidwell contract. This amount leaves a deficit of $27,263. We do have a surplus in the GIS revenue fund that would cover this. It would not put a strain on the general fund for 2006. When I talked to Treasurer Robin Davis, we talked about taking the GIS out of the general fund and creating a separate fund. For 2007, I anticipate the revenues to be $104,000 and expenses at $68,000. I want to include reserve funds in the budget every year to replace computers, software, or printers, as needed. I would allow $23,000 in reserve for this purpose. In the Member packet, I also included the balance sheet from Sidwell, as well as a job description and wage comparison with other Counties. I feel that it should be a salary exempt position. As you look at the salary comparison, it ranges from $40,000-$57,000. I suggest a starting salary of $40,000.

            There followed a lengthy discussion about this salary. Some of the Board Members stated that this starting figure was too high. Member Pickrel also suggested that there should be a probationary period with evaluation. Member Johnson suggested a beginning salary of $32,000 to $34,000 as a low range for a college degree. This might still be too high. A more realistic figure is $30,000. Administrator Hallberg stated that since this is for first reading, he would change some of that and bring it back.

            Administrator Hallberg presented the business report. In union activity, the union arbitration meeting is scheduled for August 15 and a meeting is scheduled tomorrow. The meeting with Policemen Benevolent and Protective Association set for the 21^st has been cancelled as their representative cannot attend. We are trying to schedule another meeting. We did have negotiations with AFSCME last night as regards a contract with the State’s Attorney’s Office. Tomorrow night we are hearing a grievance from the Nursing Home. A representative from our insurance carrier will be here July 27 to present a short presentation and be available for questions.

STATEMENTS OF GENERAL CONCERN

            Only Member Occhi chose to make a comment at this time. I did attend a meeting last Wednesday with the Judicial District and I did bring back a check for slightly under $50,000 for the County.

            There were no other comments from Board Members.

            Chairman Occhi announced that the next regular meeting will be held on Wednesday, July 13, 2005 , 6:00 p.m. , at the Knox County Courthouse, Galesburg , Illinois .

            Motion was made by Member Parsons and seconded by Member Bacon to adjourn. Voice vote recorded as follows: Ayes—(14). Noes—(0). Motion carried. The meeting was adjourned at 7:48 .