Jasper County Board Minutes
COUNTY OF JASPER NEWTON, ILLINOIS
*Editors Note: Page 5 should say restructuring instead of restricting*
County Office Building 204 W Washington St, Newton, IL 62448
June 10th, 2021
The County Board met in regular session on Thursday, June 10th, 2021. The meeting was called to order at 7:00 pm by proclamation according to law by Sheriff Francis. Sheriff Francis led a moment in silence and the Pledge of Allegiance. Members present were Bollman, Fehrenbacher, Geier, Hall, Heltsley, Hickox, Kerner, Leffler, Pickens, Swick, Warfel, and Weddell.
Public comments: Paul Woods the flight is done and delivered. Paid for 6” pixel for urban and 9” county. The company had updated some of the planes and the county was lucky to get 3” pixel photos, so better than what was paid for. The plane flew east to west and north to south. Normally would just be east to west. Photos are really good. Updated photos will be on the website in the next few weeks. This was completed in March of 2021 and will do another in three years.
Brian Leffler is frustrated with the board, not like what is going and hoping for a change. He has been on the board and chairman of committees and since he is not a rubber stamp, he is no longer and wants to know if this is the kind of board the board wants.
Swick made a motion to approve the agenda. Weddell seconded the motion. Motion carried on a voice vote.
Committee Reports: Standing Committees
Ambulance Department: The Jasper County Ambulance Committee met on June 2nd, 2021. Informational Items: Equipment update: Units 2357 and 2358 had to have some brake work done and a siren speaker had to be replaced in 2357. Building update: Weeds have been sprayed and cut. There has been some internet issues with the billing computer by using the internet provider and sonic firewall thru the court house. After talking with Amy Tarr, she recommend that we pay for half of the Sonic firewall out of tort and IPMG is willing to pay for the other half, we can then use Metro as our internet provider. Having our own Sonic Firewall would allow us to keep PHI more secure. Weddell made a motion to pay for half of the sonic firewall out of tort, second by Kerner – all in favor. Daniel reviewed the income and expenses at the 6-month mark, he also discussed a possible change in the manager’s salary along with other possible reductions, and this will be figured into 2022’s budget year. The next meeting will be July, 7th 2021 at 8:30 am.
Buildings: The Building Committee of Jasper County met on Monday, June 7th, 2021 at 7:00 pm. A quorum was not met. Informational Items Tom’s Report: 5/12 Pumped out elevator shaft. Tried using City of Newton’s gas pump to speed up the process. Ended up shutting down court for the day because of fumes. oops. 5/13 Replaced sump pump in elevator shaft with new one. Going to rebuild the old one and keep it as a spare. 5/13 All cameras and monitors are installed and working in the courthouse. 5/26 Removed 2 furnaces and 1 outside A/C unit from jail and moved to old Marshall Bros. (Danny Kerner’s building) for storage until needed. Purchased new 2 wheeled dolly for county building from Jones Hardware. 5/27 Replaced all paper towel dispensers in restrooms with automatic hands free dispensers. Hoping to save on towels. This was at no cost to the county, free from Lorenz Supply if we buy their paper towels (which we have always done.). Roaches seem to be under control. Met with AC and Caleb Baker about doing walls in the Courtroom and Paul’s office. Contacted Wayne’s Tree Service about taking down 3 sweetgum trees and replacing them with mature trees. They will be here as soon as the rain slows down so that the lawn isn’t rutted. I would also like to take one of these trees and use it as the memorial tree for Clara Miller that we spoke about last year. The family is wanting to put a tree and a plaque at the base in memory of her. They are providing the plaque. Called Cintas about rugs. We will keep the rugs that we currently have. (2) 3×5 scraper mats – 37.50=$75.00 (6) 4×6 traffic mats – 55.00=$330.00 (2) 3×10 traffic mats – 75.00=$150.00 TOTAL =$555.00 Service contract ends 6/23/21. They will leave these and send an invoice for this amount. Talked to Bruce Ochs about 2 concrete pads. He will put this on his schedule. Talked to the City about the curb wall at the county building, they think it is County responsibility. Talked to Terry Smithenry about curb. Cost of the wall would be $9,835.00. If we were able to use the existing footer, it would be cheaper. Railing on top to prevent this from happening again, $4,000.00. Old Business: No news on the pavilion. David Blecha is working on a design. Caleb Baker is going to quote the courtroom wall and insulation furnace room. Bruce Ochs will pour 2 concrete pads at the courthouse. Leffler made a suggestion of doing away with the curb in the parking lot of the county building. New Business: Wiring at buildings and windows at the courthouse. Next meeting July 12th at 7:00 pm.
Finance: The Jasper County Finance Committee met on Monday, June 7th, 2021. Public Comments: Paul Woods has made up time and sent to the state the final abstract of 2020 assessments the same date as last year. No news on power plant. Brandon Francis presented bills that are coming in on the temporary new building for the changing of locks, internet hook up, and sign for building totaling around $3,000 for the new building. Francis doesn’t think this should be taken out of his budget. Also due to some of the changes, it is going to affect the budget. Currently housing inmates is costing $2,500 a month. Francis has just started paying out housing expense, not sure where will be at end of year. Francis is predicting to be 10% over budget. Next month, he will know a lot more and be able to bring in numbers. 8 to 9 inmates are average per month. During the summer months, the number of inmates will go up. The temporary building is set up at this point. Treasurer’s Report: Bigard reported the general fund income of $348,031.32 and the expenses of $226,621.53 for May 2021. Personal property income was up not sure why. Fiscal year to date totals are State/General Fund Income $1,213,291.57, Personal property income $196,340.14, total income $1,409,631.71. Expenses to date $1,699,232.94 with a net loss of $289,601.23. Bigard showed the Report of Funds 4 CD’s have been consolidated for loan if and when needed. No interest charge unless the money is used. In regards to vacation time, when vacation time should be earned. Bigard gave an example of an employee who starting date of July. Miller said there is laws on this and it does have to be prorated. Francis has had an issue and now has a memorandum defining the policy. New Business: American Rescue Plan Grant, the county will receive two $940,000 payments. It will not be simple to administer and it is complicated. Bigard stated he is not qualified to administer the grant. Other counties are starting to contract Bellwether. Bellwether will charge $10,000 this year and $10,000 the next year to administer the grant. It needs to be worded correctly in order to qualify for the grant. Hall brought up SCRIPT and if they would be able to administer the grant. There is a time frame of August 31, 2021 to submit the first Interim Report to U.S. Treasury. At the July finance meeting need to have priorities set. Fehrenbacher made a motion to have SCRIPT manage the American Rescue Plan Grant for $2,500 for each pay out for a total of $5,000. Bollman seconded the motion. Motion passed. Old Business: 2020/2021 Fiscal Year Audit, a single audit has to be performed for grants over $750,000. Financial statements and awards have to be audited. The audit account will not be able to sustain the fees for the audit. The Auditor is having to look at crossover of money to other grants. She is still working on the grant audit; it has to be approved by the end of June. The audit will not be complete by the June board meeting, so June 28th at 8:00 am a Special Board Meeting will need to meet to approve the audit. Next meeting Monday, July 12th, 2021 at 8:30 am at the County Building.
Highway Department: The Jasper County Road & Bridge Committee met on Monday, June 7, 2021, 7:00 a.m. at the Highway Office. New Business: The Committee discussed the “Jake Brake Policy”, at this time the Committee felt we should not implement a County wide policy. Foreman’s mileage for May 2021 was 1,876 miles. The next meeting will be Monday, July 12th, 2021 at 7:00 am.
Operations: The Operations Committee of Jasper County met on Wednesday, May 26, 2021 at 6:00 pm. Old Business: Members of HopeTrust presented alternative plans to the ones the county currently has. The committee agreed that these plans would be beneficial. Plans to invite the HopeTrust members to the June board meeting to educate the full board of these plans were discussed. New Business: Weddell made a motion to recognize employees’ employment milestones at the November board meeting. Bollman seconded the motion, and it carried on a voice vote. Weddell made a motion to adopt a condolence policy for current and former employees. Under this policy, current employees will receive a condolence from the county for the passing of immediate family members. If current or former employees pass, their families will receive a condolence from the county. Bollman seconded the motion, and it carried on a voice vote. The county clerk will handle these condolences. Next meeting is scheduled for June 30th, 2021 at 6:00 pm.
Public Safety: The Public Safety Committee of Jasper County met on Monday, May 17th, 2021 at 6:00 pm. Monthly Reports: Sheriff Dept. – Inmates from the county jail are being housed in Richland County. The offices that were located in the jail have been relocated to the county building on Edwards Street. A P.O. Box has been set up for their mail. Plans for Wayne’s Tree Service to move the county jail generator to the firehouse were discussed. Once the generator is moved, the building will be fully vacated. The county reviewed the finalized plans to finish installing the communication tower. This tower will improve communications between dispatch and the ambulance and fire departments. EMA received 8 new radios that were purchased through a grant. Some glitches have occurred, so the radios will be reprogrammed. EMA received a call 3 weeks prior to the meeting about a missing child, but the child was located before EMA arrived on the scene. 911 has plans from GTSI to improve communication in the county. Plans to add an additional tower in the northeast section of the county were discussed. The new dog cage is installed and the bill has been paid. Plans to establish better communication between Austin and dispatch were discussed. Old Business: Nothing new has been decided for the EMA trailer storage, but the trailer will continue to be stored at city hall. Next meeting will be June 21th, 2021 at 6:00 pm.
Special Committee – Law Enforcement Center Planning Committee: Did not meet. Woodard gave update the old jail is down. Processing a lot of equipment submittals. They will work with DOC on the specifics. Work will begin on the utilities and footers will be completed.
Informative
Board of Health- In Packet Hall gave update on vaccines, and health department continues to give vaccines.
Chamber of Commerce- June 7th Discussed the 618 Tour, Fall Festival and Cruise Night. Jasper Together is having a workshop on Strategies for Attracting and Retaining Young Adults in Rural Communities. Wednesday, June 23 at 5:30-7:30.
Economic Development (JEDI) – No meeting
Heltsley made a motion to approve the consent agenda containing the following items: Approval of County Board May 13, 2021, Minutes, Approval of May and June Standing Committee Minutes, Approval of Ambulance Department Sonic Firewall ½ Payment from Tort Fund $610, Appointment of Ron Diel to a 1-Year Term Board of Review, Appointment of Patricia Burtch to a 2-Year Term Board of Review, Appointment of John Miller to a 2-Year Term Board of Review, Appointment of Dr. Trish Kessler-Bookhout (Dentist) to a 2-Year Term (July 2021) Board of Health, File County Reports, Allow Claims; Geier seconded the motion. Motion carried on a voice vote.
Old business: No Old Business
New Business:
2022 Jasper County HopeTrust Health Options – Ray Diel from Snedeker Risk Management presented some proposed Employee Health Options for 2022. Employees have not been happy with health insurance. The employees say it is too expensive not that they dislike the health plan but the cost is the problem. Diel presented the comparison of Jasper County’s contribution to other counties contribution. Jasper County employees have the biggest share of expense compared to other counties. Diel went over the cost for employees for health insurance for current plans. Diel went over what is being proposed. Diel said the county needs an agreement on what county and employee would pay for when there is an increase in premiums. The operations committee has asked the Snedeker team to review these options with department employees over the next few weeks, they will visit the various County Departments. The operations committee and board invite feedback from departments and employees regarding the proposed plans and any adoption of these health options would occur at the July Board meeting. The proposed rates are valid if the plan is adopted prior to July 31. Diel added the jail is no longer being insured but as soon as building starts, it will be insured. Hickox asked if Jasper County employees are paid more than other counties, Diel did not know the pay of employees in other counties.
Kemper CPA Group is currently working on the County’s annual audit. The County Board is required to approve this annual audit at the June Board meeting. As a result of grants received by the county the audit work in particular the single audit, is not yet completed. A single audit is a review of the way in which the County has managed a grant to make sure the county is in compliance with all the rules and regulations of the grants awarded. Components of a single audit include such things as financial statements, records, expenditures, and internal controls. Kemper CPA Group has requested an extension that was granted until June 30, 2021. Approval of our annual audit is a required function of the County Board, and the county must approve this prior to June 30th. Working with Kemper’s and the Finance committee Monday, June 28th @ 8:00 a.m. was selected as a day for a Special County Board meeting. The board will need a quorum of Board Members present to address the audit. A few board members have already contacted me and said because of work they would not be able to attend in person. With the County currently setup for remote participation with approval from the entire Board, Warfel would like to allow any board member that can’t attend in person the opportunity to call or zoom in to attend this Special Meeting. Warfel prepared the necessary documentation for the Special Meeting and rules require 2/3 of the board to agree to any special meeting. With 12 of the required 8 signatures needed the Jasper County Board will hold a Special Meeting on Monday, June 28, 2021, at 8:00 am here in the County Board room for the purpose of Reviewing and Approving the Annual Audit.
The American Rescue Plan Act of 2021 which was signed by the President on March 11th includes $350 billion for eligible state, local, territorial and tribal governments to respond to the COVID-19 emergency and bring back jobs. Jasper County is potentially eligible for $1.9 million. Because of the complexities with applying for this grant funding the County Treasurer recommended the board seek someone well versed in grant funding to help with the process. Some counties are using groups that charge as much as $10,000 per grant award. Ms. Fehrenbacher reached out the South Central Illinois Regional Planning and Development Commission to see if they could serve as the grant administrator. They will for $2,500 per grant award (the county is looking at 2 grant awards or $5,000 total in fees). Fehrenbacher made a motion to approve South Central Illinois Regional Planning and Development Commission to serve as Grant Administrator for the American Rescue Plan Grant. Pickens seconded the motion. The motion was adopted.
Items under New Business: Emergency Ambulance Service Request for Proposals; Agreement Between County and Sheriff Union; Closed Session Minutes; And Destruction of Verbatim Recording of Closed Session was addressed by the board following Closed Session.
Board Comments: None
Chairman’s Comments: Recently some board members and members of the public had raised concerns regarding Solar and Wind construction and decommissioning regulations. In a recent conversation with former State Representative David Reis, he informed me that in 2018 the Illinois General Assembly passed an Agriculture Impact Mitigation Agreement that requires any solar or wind developers to enter into a mitigation agreement with the Department of Agriculture and landowners prior to construction detailing plans for construction and decommission. Since there is state law already addressing this issue, we would not need to adopt anything at the local level.
University of Illinois Extension Annual Progress Reports was in the packet.
JASPER TOGETHER event: Workshop on Strategies for Attracting and Retaining Young Adults in Rural Communities. Wednesday, June 23 at 5:30-7:30 (2 Hour Event) at the West End Reception and Events Center. Light Dinner provided please RSVP by Monday June 21 to Sarah @ Chamber of Commerce.
SRM Client Appreciation Dinner will be Wednesday, July 21, 2021 at West End Reception & Events.
In December Warfel challenged departments and committees to begin thinking of long-term goals for their departments and committees and broader goals for the County. Warfel is aware that in recent months the board has undertaken a lot of changes from restricting some of our committees to the decision last month to reduce the size of this board after next year. There is a quote that Warfel came across the other day, “Unless we try to do something beyond what we have already mastered, we will never grow.” A priority of Warfel’s moving forward is working towards development of a County Strategic Plan that presents a vision and priorities for Jasper County’s future and outlines the role of County government in achieving that future. Over the next few months especially as we begin working on the Fiscal Year 2022 Budget, Warfel asked that committees and departments think and begin to prioritize goals (fiscal, operation, employment, accountability and strategies) with a vision towards the future of the County.
Fehrembacher made a motion to go into closed session at 7:40 pm to consider the Discussion of Personnel (exception 1), Discussion of Collective Negotiating Matters (exception 2), and Discussion of Minutes of Meeting Lawfully Closed (exception 21). Bollman seconded the motion. Motion passed on a roll call vote with Bollman, Fehrenbacher, Geier, Hall, Heltsley, Hickox, Kerner, Leffler, Pickens, Swick, Warfel, and Weddell voting yes.
Emergency Ambulance Service Request for Proposals would be an invitation for private emergency ambulance services to offer proposals to operate the service for the County of Jasper. The proposal documents outline the type of service that is expected that is in keeping with the current service offered by the County. Proposals are due back by August 6, 2021. All proposals will be referred to the Ambulance Department Committee to review. If the recommendation is to entertain acceptance of a private entity an informational community meeting would be held prior to any action taken by the full County Board that would allow the community to hear information and offer feedback. Miller said this is not binding. Hickox made a motion to approve Emergency Ambulance Service Request for Proposals. Swick seconded the motion. The motion was adopted.
The Agreement Between County and Policeman’s Benevolent & Protective Association has been the result of many hours put in by both the Sheriff’s Union and the County Operations Committee. Warfel thanked both for their work in reaching the agreement before us. Fehrenbacher made a motion to approve the agreement between the County and the Policeman’s Benevolent & Protective Association regarding the Jasper County Sheriff’s Department Union Employees. Heltsley seconded the motion. Motion passed on a roll call vote with Bollman, Fehrenbacher, Geier, Hall, Heltsley, Hickox, Kerner, Leffler, Pickens, Swick, Warfel, and Weddell voting yes. The motion was adopted.
Fehrenbacher made a motion to keep closed session minutes of the Jasper County Board and Committees closed and confidential. Leffler seconded the motion. The motion was adopted.
Illinois Statue allows a public entity to destroy verbatim recordings if they are over 18 months old and written minutes have been retained. Hall made motion to destroy verbatim recordings of closed sessions prior to December 2019. Hickox seconded the motion. The motion was adopted.
Leffler moved to adjourn at 8:13 pm. Geier seconded the motion. Motion carried on a voice vote.
There will be a special meeting of the Jasper County Board on Monday, June 28 at 8:00 a.m with the sole agenda item being the Annual Audit.
The next regular Jasper County Board meeting will be held on Thursday, July 15 at 7:00 p.m. please note because the 1st falls on a Thursday this is the 3rd Thursday of the month not the 2nd.
Amy Tarr, Jasper County Clerk
