August 9,2016 board mins

The July 12, 2016 meeting of the Honorable Clay County Board was called to order at 6:00 p.m. by Sheriff Andy Myers.

The Pledge to the flag was led by Sheriff Myers.

The blessing was led by Brad Harris.

The roll was called: Present: Ted Whitehead, Chairman, Mike Spitzner, Brad Harris, Janice Brooks,   John Weidner, Chris Rinehart, John Bayler, Dave Johnson, Mike Rinehart, Mary McCollough,  Barb McGrew

Absent: Joe Goodman Jeremy Wildbur, Bryan Knapp

Chairman Whitehead acknowledged guests and there was one agenda change; add an executive session for informational purposes only to the Sheriff’s Report.

Motion by Brad Harris, seconded by Mike Spitzner, to approve the agenda as it stands.  Motion Carried. Voice Action.

Motion by Mary McCollough, seconded by Dave Johnson, to approve the County Board minutes of June 14, 2016.  Motion Carried, Voice Action.

Motion by Barb McGrew, seconded by Mike Spitzner, to approve the action of the Claims Committee.  Motion Carried. 9 Yes, 1 No, 1 Abstain

Claims Committee Chairman Janice Brooks noted the committee will meet August 1, 2016 12:00 p.m., to review employee time sheets and closed session minutes.

Motion by Mike Rinehart, seconded by Mary McCollough, to approve the County Clerk’s Semi Annual Report. Motion Carried. Voice Action.

Motion by Dave Johnson, seconded by Barb McGrew, to approve the selection of Election Judges.  Motion Carried. Voice Action.

The 911 Report was available in written form.

Hospital Interim President Michael Zilm reported that the 911 Tower is onsite at the Clay County Hospital and should be ready to go by 9-1-2016.  Zilm additionally reported that the Hospital has purchased a new server, under $30,000. The old server has reached its storage capacity.

Motion by John Bayler, seconded by Dave Johnson to approve the Sav- Mor Land Lease amendment, adding the owner’s name, as requested by the financial institution.  Motion Carried. Voice Action. 10 Yes, 1 No

Motion by Brad Harris, seconded by Janice Brooks, to approve Clay County Hospital Corporate Banking Resolution, removing Amanda Basso’s name and adding Michael Zilm.  Motion Carried. Voice Action.




I, Brenda Britton, certify that I am the Clerk of the County of Clay under the laws of the State of Illinois, County of Clay, Federal I.D. Number 37-6000605, engaged in business under the trade name of Clay County Hospital, and that the Resolutions on this document are a correct copy of the Resolution adopted at a meeting of the Clay County Board duly and properly called and held on July 12, 2016.  These resolutions appear in the minutes of this meeting and have not been rescinded or modified.




Any person listed below as an Agent, subject to any written limitation, is authorized to exercise the powers granted as indicated below:


Name and Title of Person


  1. Michael Zilm, President
  2. Mike Hobbs, Chief Financial Officer
  3. Designated Alternate, Chelsea Musgrave, Director of HR & Marketing

Designated Alternate, Clay County Board Chairman, Ted Whitehead

Designated Alternate, Clay County Board Member, Chris Rinehart




(Attach one or more Agents to each power by placing the letter corresponding to their name in the area before each power.  Following each power indicate the number of Agent signatures required to exercise the power.)


Indicate number

of signatures required


   N/A                     (1)  Exercise all of the powers listed in this Resolution                     ________

   ABC     (2)  Open any deposit or share account(s) in the name of

the County Hospital                                                                                        2      

   ABC    (3)  Endorse checks and orders for the payment of money or             2____

transfer funds on deposit with this Financial Institution

   ABC    (4)  Sign, execute and deliver promissory notes or other                                      2       

evidence of indebtedness after Board approval of


    ABC   (5) Open, close and renew certificates of deposit and investment                   2        

accounts upon maturation

   ABC             (6) Sign accounts payable and payroll checks                                               ___2____  

   ABC     (7) Implement cash management process that is approved                                 2       







This Resolution shall apply to the following banking institutions and accounts:


BANK                             ACCOUNT #            SIGNORS’ NAMES                 TITLES


Flora Bank & Trust                2088673                Michael Zilm                          President

(Operating Account)                                                        Mike Hobbs                                   CFO


Flora Bank & Trust                           2105052                      Michael Zilm                         President

(Payroll Account)                                                                   Mike Hobbs                                 CFO


Flora Bank & Trust                           2051240                       Jana Tolliver                       Treasurer

(Ambulance Account)                                                           Brenda Britton                               County Clerk


Flora Bank & Trust                           2082832                       Michael Zilm                         President

(Funded Depreciation)                                         Mike Hobbs                                 CFO


  1. S. Bank 199701507840                   Michael Zilm                                    President

(Employee Flex Account)                                                    Mike Hobbs                                 CFO


Flora Banking Company                                        Michael Zilm                                    President

Mike Hobbs                                 CFO


Flora Bank & Trust                                                                  Michael Zilm                                    President

Mike Hobbs                                 CFO



Edward Jones                                                                           Michael Zilm                         President

Mike Hobbs                                 CFO


Marion County                                                      Michael Zilm                         President

Savings Bank                                                                             Mike Hobbs                                 CFO





This Resolution supersedes any and all prior Resolution heretofore made.




I further certify that the Clay County Board of the County of Clay, has, at the time of the adoption of this Resolution had, full power and lawful authority to adopt the foregoing resolutions and to confer the powers granted to the persons named who have full power and lawful authority to exercise the same on behalf of Clay County Hospital.


   X     The County of Clay is a unit of local government, and Clay County Hospital is a county hospital.


The Board of the County of Clay resolves that:


  1. The Financial Institution is designated as a depository for the funds of the County Hospital and to provide other financial accommodations as indicated in this Resolution.


  1. This Resolution shall continue to have effect until express written notice of its rescission or modification has been received and recorded by the Financial Institution. Any and all prior resolutions adopted by the Board and certified to the Financial Institution as governing the operation of this County Hospital’s account(s), are in full force and effect, until the Financial Institution receives and acknowledges and express written notice of its revocation, modification or replacement.  Any revocation, modification or replacement of a resolution must be accompanied by documentation, satisfactory to the Financial Institution, establishing the authority for the changes.


  1. The signature of the Clay County Board Chairman and County Clerk on this Resolution is conclusive evidence of their authority to act on behalf of the County Hospital.  Any Agent, so long as they act in a representative capacity as agents of the County Hospital, is authorized to make any and all other contracts, agreements, stipulations and orders which they may deem advisable for the effective exercise of the power indicated on page one, from time to time with the financial institution, subject to any restriction on this Resolution or otherwise agreed to in writing.


  1. All transactions, if any, with respect to any deposits, withdrawals, rediscounts and borrowings on behalf of the County Hospital with the Financial Institution prior to the adoption of this Resolution are hereby ratified, approved and confirmed.


  1. The Clay County Board agrees to the terms and conditions of any account agreement, properly opened by an authorized agent of the County Hospital.  The Clay County Board authorizes the Financial Institution, at any time, to charge the Clay County Hospital for all checks, drafts, or other orders, for the payment of money that are drawn on the Financial Institution so long as they contained the required number of signatures for that purpose.


  1. The Clay County Board acknowledges and agrees that the Financial Institution may furnish, at its discretion, automated access devices to Agents of the County Hospital to facilitate those powers authorized by this Resolution or other resolutions in effect at the time of issuance.  The term “automated access device” includes, but is not limited to, credit cards, automated teller machines (ATM) and debit cards.


  1. The Clay County Board acknowledges and agrees that the Financial Institution may rely on alternative signature and verification codes issued to or obtained from the Agent named on this Resolution. The term “alternative signature and verification codes” includes, but is not limited to, facsimile signature on file with the Financial Institution, personal identification

numbers (PIN), and digital signatures.  If a facsimile signature specimen has been provided on this Resolution, (or that are filed separately by the Corporation with the Financial Institution from time to time) the Financial Institution is authorized to treat the facsimile signature as the signature of the Agent(s) regardless of by whom or by what means the facsimile signature may have been affixed so long as it resembles the facsimile signature specimen on file.  The Clay


County Board authorizes each Agent to have custody of the Clay County Hospital’s private key used to create a digital signature and to request issuance of a certificate listing the corresponding public key.  The Financial Institution shall have no responsibility or liability for unauthorized use of alternative signature and verification codes unless otherwise agreed in writing.



DATED this _____ day of ____________________, 2016.










         Clay County Clerk





Clay County Hospital CFO Mike Hobbs addressed Board Members regarding cash and investments. Hobbs reported that current cash on hand is $5,842,000 and that the Hospital has seen an increase of $1,000,000 over expenses in the last two years.  Capital expenditures account for $2.5 million, $2.7 million has gone for bond payments, with $3 million reserved in bond fund account.  Current operating fund balance is $2.7 million.

Motion by Dave Johnson, seconded by John Bayler, to approve the purchase from Getinge for a Surgical Instrument Washing and Decontamination Unit, cost $52,657.37.  Motion Carried. 9 Yes, 2 No

Motion by Janice Brooks, seconded by Brad Harris, to approve changes to the Medical Staff By-Laws. Motion Carried. Voice Action.

Interim President Michael Zilm presented the Hospital Report in written form, commenting on the good things going on at Clay County Hospital.  Zilm also reported on hiring Christopher Beehn as a new Physical Therapist.

Motion by Janice Brooks, seconded by Mary McCollough, to approve the Medical Staff Credentialing.  Motion Carried. Voice Action.


Nicholas Hilpipre, MD                     Courtesy Radiology



Adam Taves, MD                              Courtesy Radiology

Debra Carson, DO                            Courtesy OB/GYN

Joshua Rieke, MD                            Courtesy Radiology

Jayant Amberker, MD                    Courtesy Radiology



Jeff Workman, Clay County Health Department presented the Board of Health Bulletin in written form.

Chairman Whitehead expressed condolences to Workman on the death of his brother-in –law.

Sheriff Andy Myers presented the Sherriff’s Activity Report in written form.

Motion by John Bayler, seconded by Barb McGrew, to go to closed session for the following purpose: (1) The appointment, employment, compensation, discipline, performance or dismissal of specific employees of the public body (5ILCS 120/2 (c ) (1);  (8)  Litigation, when an action against, affecting or on behalf of the particular public body has been filed and is pending before a court or administrative tribunal, or when the public body  finds that an action is probable or imminent, with the basis for such findings being: ( 5ILCS 120/2 (c ) (11);  Time :6:35p.m.  Motion Carried. Voice Action.

Motion by Barb McGrew, seconded by Dave Johnson to return to open session.  Time 6:45 p.m. Motion Carried. Voice Action.

The closed session was for informational purposes only, no action taken.

Treasurer Jana Tolliver presented the Financial Reports in written form.  Tolliver noted all accounts are in good standing and tax bills should go out in the next week.

County Engineer Mike Quandt presented the Highway Report in written form.

Chairman Whitehead presented the Regional Office of Education #12 Report of Official Acts.  The report is on file in the County Clerk’s office for review.

Chief Probation Officer Curtis Leib notified Board Members that the Juvenile Justice Council is looking for volunteers for their board.  Interested individuals may contact Leib for further information.

Motion by Brad Harris, seconded by Janice Brooks, to adjourn. Time: 6:50p.m.  Motion Carried. Voice Action.

Mr. Chairman and Gentlemen of the County Board:

Your Committee on Paid Claims would beg leave to report that they have examined all claims presented to them, and recommend the payment of the following, and that the Clerk be directed to issue orders on the County Treasurer to the Claimants for the several amounts allowed, as follows, to wit:

No.         Names of Claimants                        for What                                                                                    Amount of Claim

1              ADP                                                       MISC & CONTINGENCIES                                                         64.00

2              AIR CONSTRUCTION                       REPAIRS TO CO BUILDING                                                      280.00

3              AMEREN CIPS                                    JAIL, HWY, PROB, CH-UTILITIES                                             864.24

4              ARNOLD, ASHLEY                             S OF A- TRAVEL                                                                              74.49

5              AYERS, JAMIE                                    JAIL- PHONE                                                                                  40.00

6              BALLARD, CRYSTAL                          COURTS- FEEDING JURORS, CIRCUIT CLK- MISC          286.65

7              BARBEE, DARREN                             JAIL- OVERTIME                                                                        326.42

8              BRIGHT, BARB                                   CORONER- OFFICE EXPENS                                                   100.00

9              BRITTON, BRENDA                           COUNTY BOARD SEC FEE, COUNTY CLK- MISC                 180.70

10           BYRD, ASHTON                                  JAIL –PHONE, SHERIFF- TRAINING                                     370.90

11           CAMPBELL FIRE & SAFETY             PUBLIC GROUNDS EQUIP MAINT                                           176.00

12           CARTRIGHT, ADAM                         JAIL- PHONE, SHERIFF-TRAINING/OVERTIME                 644.16

13           CELLULAR ONE                                  ESDA- PHONE                                                                                  41.35

14           CHARM-TEX                                       JAIL- SUPPLIES                                                                                145.30

15           CHET’S ELECTRIC                               REPAIRS TO COUNTY BUILDING                                          1503.01

16           CIT                                                          COURTHOUSE- RECORDS                                                             87.88

17           CITY OF FLORA                                  ESDA- RENT                                                                                      275.00

18           CLAY COUNTY HEALTH DEPART  JAIL- MEDICAL SERVICES                                                         130.54

19           CLAY COUNTY HOSPITAL               PROB- INCIDENTAL EXPENS                                                  21.00

20           CLAY COUNTY REPUBLICAN         CORONER- SUPPLIES, CO CLK- SUPPLIES                         233.50

21           CLAY COUNTY TREASURER- IMRF MISC AND CONTIGENCIES                                                   585.00

22           COUNTY BOARD MEMBERS         COUNTY BOARD-EXPENSE                                                       2374.51

23           DUNIGAN, DAVETTA                      BAILIFFS- COURT SECURITY                                                      233.60

24           DUNIGAN, LOREN                           BAILIFFS- COURT SECURITY                                                   369.09

25           DUSTY’S TIRE                                     SHERIFF- AUTO MAINT                                                                45.00

26           EFFINGHAM TELCOM                     PUBLIC DEF- OTHER EXPENS                                                  19.95

27           FANCHER, PHILLIP                           COURTHOUSE SECURITY-BAILIFF                                       817.60

28           FAYETTE COUNTY                             CO SHARE CHIEF JUDGE OFFICE                                           445.02

29           FCJDC                                                    HOUSING JUVENILES                                                                  2835.08

30           FELDHAKE, MARK                            JAIL- PHONE, SHERIFF- TRAINING                                      217.26

31           GFI DIGITAL                                        CH- RECORDS                                                                                51.37

32           GREENWOOD, PAT                          JAIL- PHONE, SHERIFF- TRANSPORTING PRISONERS     73.35

33           GREENWOOD, TOM                        BAILIFFS- COURT SECURITY                                                      116.80

34           GROSS, WILLIAM                             COURTHOUSE- BAILIFF                                                           467.20

35           GROVES, TONY                                 JAIL- OVERTIME                                                                       260.10

36           HEARTLAND PEST CONTROL        REPAIRS TO COUNTY BUILDING                                       170.00

37           HEUERMAN, CORY                          JAIL-PHONE, SHERIFF-TRAINING, OVERTIME              800.50

38           HICKOX, JOHN                                   ATTORNEY FEES FOR INDIGENTS                                      125.00

39           HOMEFIELD ENERGY                       JAIL, CH, HWY- UTILITIES                                                     955.69

40           IL CORONERS & MEDICAL ASSOC CORONER- EDUCATION                                                          575.00

41           IL JUDGES ASSOCIATION              COURTS- DUES                                                                             225.00

42           IPSAN                                                   SHERIFF- INCIDENTAL EXPENS                                            1884.00

43           ISBA                                                       COURTS- DUES                                                                             410.00

44           INDOFF                                                CIRCUIT CLK- SUPPLIES                                                            231.00

45           KIEFER LANDSCAPING                   REPAIRS TO COUNTY BUILDING                                             275.00

46           LEE’S PC DEPOT                                 CIRCUIT CLK- SUPPLIES                                                           239.95

47           LEIB, CURTIS                                       PROBATION- TRAVEL                                                                32.42

48           LEWIS, ELAM                                      JAIL- PHONE, SHERIFF- TRAINING, OVERTIME           1317.04

49           LEXIS NEXIS                                        ST. ATTORNEY- DUES                                                               787.50

50           LINDA’S CLEANING SERVICE        HWY- UTILITIES                                                                           65.00

51           LORENZ SUPPLY                                 REPAIRS TO COUNTY BUILDING                                            57.84


53           MEMORIAL LANE FLOWERS         CO BOARD PER DIEM & EXPENS                                             107.26

54           MILLER, WES                                      CORONER- TRAVEL & SUPPLIES                                            142.18

55           MILNER, CHAD                                  JAIL-PHONE, SHERIFF- OVERTIME                                       196.12

56           MURBARGER, DALE                        STATES ATTORNEY- SUPPLIES                                                8.20

57           MUNICIPLE UTILITIES                     JAIL, CH, HWY, PROB-UTILITIES                                        1177.42

58           MYERS, ANDY                                    JAIL- PHONE                                                                                  40.00

59           O.K. AUTOMOTIVE                          SHERIFF- AUTO MAINT                                                                 10.99

60           PAISLEY, KARIN                                 CIRCUIT CLK- SUPPLIES                                                             60.00

61           PHILLIPS, RAY                                    JAIL-PHONE, SHERIFF-OVERTIME, TRAINING                 240.50

62           POWLESS, JOEL                                 COURTS- ATTORNEY FEES FOR INDIGENTS                         793.75

63           PROFESSIONAL ENFORCEMENT SHERIFF- TRAINING                                                                   350.00

64           QUILL                                                    ESDA- SUPPLIES                                                                             122.94

65           RAY & FRANKIE’S MACHINE        REPAIRS TO COUNTY BUILDING                                               25.00

66           RICHLAND COUNTY SHERIFF-      JAIL- HOUSING OF ADULTS                                                    280.00

67           RICOH                                                   SHERIFF- SUPPLIES                                                                       125.00

68           RKDIXON                                             CH RECORDS- DEBT RETIREMENT                                          147.03

69           SAVMOR PHARMACY                     JAIL- MEDICAL SERVICES                                                           100.17

70           SIMS, LORI C.S.R.                             STATES ATTORNEY- TRANSCRIPT FEES,                                120.00

71           SPITZNER, STEVEN                           JAIL PHONE, SHERIFF- TRANSPORTING PRISONERS        101.23

72           TOLLIVER, JANA                                 TREASURER- MISC                                                                          12.02

73           TUNGATE, SHERRI L. E.                  STATES ATTORNEY- SUPPLIES                                                      11.35

74           VERIZON                                              JAIL- TELEPHONE                                                                             342.09

75           WALMART                           PROB- INCIDENTAL EXPENS, JAIL DIET & CARE FOR PRISONERS   2756.53


76           WEIDNER, KRISTA                            PROB- TRAVEL                                                                                   169.16

77           WEIDNER, ROSALIE                         BAILIFFS- COURT SECURITY                                                      132.63

78           WEX                                                       PROB- TRAVEL                                                                                  122.48

79           WOOD, STEVE                                   COURTHOUSE SECURITY-BAILIFF                                            350.40

80           WTCI                                                     CH, JAIL, HWY-PHONES                                                            2186.86









  1. CLAY COUNTY REPUBLICAN SHERIFF- SUPPLIES                                                          172.35
  2. COMMUNICATION REVOLVING FUND JAIL- PHONE                                                       498.55
  3. DBS DISPOSAL UTILITIES                                                                                                          240.00
  4. DUSTY’S TIRE SHERIFF- AUTO MAINT                                                                                  738.64
  5. HARR’S ACE HARDWARE REPAIRS TO COUNTY BLDING/GROUNDS                          78.97
  7. HOLKY’S PLUMBING REPAIRS TO COUNTY BLDING/GROUNDS                                       560.52
  8. INDOFF JAIL, CO CLK, S OF A, CIRCUIT CLK, TREASURER                                               2122.74
  9. MIDWEST OFFICE SUPPLY PROB- INCIDENTAL EXPENS                                                  7.79
  10. MIKE’S FOOD MARKET DIET & CARE FOR PRISONERS                                                     2189.94
  11. ROBBINS SCHWARTZ NICHOLAS LIFTON MISC & CONTINGENCIES                             450.00
  12. THE WEB CAFÉ                                                   SHERIFF & JAIL- SUPPLIES                            1249.70
  13. YOUNG’S PIT STOP PLUS                              SHERIFF- AUTO MAINT                                   33.00


TOTAL $8452.70

































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