June 14,2016 Board Mins



The June 14, 2016 meeting of the Honorable Clay County Board was called to order at 6:00 p.m. by Deputy Steve Spitzner.

The Pledge to the flag was led by Deputy Spitzner.

The blessing was led by Brad Harris.

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

Absent: Jeremy Wildbur, Janice Brooks, Bryan Knapp

Chairman Whitehead acknowledged guests and there were no agenda changes.

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 Joe Goodman, to approve the County Board minutes of May 10, 2016.  Motion Carried, Voice Action.

Motion by Barb McGrew, seconded by Dave Johnson, to approve the action of the Claims Committee.  Motion Carried. 10 Yes, 1 No

Board Member John Weidner commented on the fact that he receives the Hospital Committee packet late, sometimes after the Claims Committee meets to approve Hospital Claims.  Board Chairman Whitehead noted the Hospital Committee has discussed the possibility of moving their meeting.

Discussion ensued regarding which Hospital Claims are reviewed / approved – Claims Committee receives something other than what the Hospital Committee approves.

SSM Phil Gustafson introduced Michael Zilm as CCH Interim President.

Mr. Zilm presented some background information and his work experience with Rural Hospitals.

Mr. Zilm will take over from Amanda Basso as she leaves, and until a permanent president can be named.  Preliminary interview are currently in progress.

Mr. Gustafson presented the year-end review in written format to board members.

Gustafson touched on physician/ provider establishing two new clinics, specialty clinics, new phone system.

Gustafson additionally reported on infection control, clinical depts., and financial data.  Indicators for outpatient, inpatient and clinic revenue has increased.

Board Member Mike Rinehart questioned Gustafson on the loss in Ambulance Department revenue and also on cash reserves on hand, noting the dramatic decrease of cash reserves over the last several years.

Board Member Mike Rinehart felt the hospital should be making some changes.

Gustafson, reported that an improvement plan is in the works and he is concerned with cash position as well.

The county board will look as increasing the ambulance tax levy for FY2017.

Board Member John Weidner reiterated his concern over the cash position.

Board Member Brad Harris questioned Gustafson about the Urgent Care Project.

Gustafson noted that is one of the first orders of business to address.

Board Members directed their attention to the proposed SSM Management Agreement.  Board Member Mike Rinehart questioned checking with other management firms, explore other options and a feasibility study.

Board Member John Bayler felt the board should renew the SSM Management Agreement and if warranted get out at a later date.

Rinehart stated he wants the board to look at all possibilities.

Motion by John Bayler, seconded by Dave Johnson, to approve the SSM Management Agreement for another 3 year term.  Motion Carried.  5 Yes, 4 No, 2 Abstain

Discussion turned to the bid for Phase 1 site work for Sav-Mor Pharmacy.  Board Member Mike Rinehart stated he does not think the board should subsidize Sav- Mor Pharmacy.

Chairman Whiteheas noted that with a 340 B government plan, the hospital receives money back from several pharmacies each month.

Motion by John Bayler, seconded by Joe Goodman, to approve the bid for Phase 1 site work for Sav- Mor Pharmacy.  Motion Carried.  9 Yes, 2 No

Motion by Dave Johnson, seconded by Brad Harris to approve extension of Sav- Mor Lease Agreement. Motion Carried. Voice Action. 10 Yes, 1 No

Motion by Joe Goodman, seconded by Barb McGrew, to approve the Medical Staff Credentialing.  Motion Carried. Voice Action.

Provisional Appointment:

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


The 911 Report was provided to the Clay County Board in written form.

Motion by Mike Rinehart, seconded by Brad Harris, to approve the Coroner’s Semi Annual Report.  Motion Carried. Voice Action

Clay County Health Department Brandi Young, presented the Board of Health Bulletin in written form.  Wood noted the absence of CCHD Administrator Jeff Workman due to a death in the family.

Motion by Brad Harris, seconded by Mary McCollough, to approve the FY2017 Health Department budget.  Motion Carried.

Deputy Steve Spitzner presented the Sherriff’s Activity Report in written form.

County Treasurer Jana Tolliver presented the Financial Reports in written form.

Additionally, Tolliver reported that the FY 2015 Receipts and Disbursements Report is available for review in her office and on the Clay County’s website.

Motion by Brad Harris, seconded by Mike Spitzner, to approve the Clay County Prevailing Wage Ordinance.  Motion Carried.  Voice Action. 10 Yes, 1 No

Motion by John Bayler, seconded by John Weidner to award the fuel bid to the low bidder, Knapp Oil Company, Inc., for supplying fuel to the Clay County Highway Department from July 1, 2016 to June 30, 2018.  Motion Carried.  10 Yes, 1 No

Motion by Brad Harris, seconded by Mary McCollough, to approve Bridge Aid Petition 16(08-1) in Oskaloosa Township.  Motion Carried. Voice Action.

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

Motion by Dave Johnson, seconded by Mike Rinehart, to approve the Public Defender’s Contract (2 year contract).  Motion Carried. Voice Action.











WHEREAS, the Circuit Judges of the Fourth Judicial Circuit Court have appointed Christopher S. Elliott as Public Defender of Clay County, for the period from July 1, 2016, through June 30,2018; and

WHEREAS, the Chief Judge has administrative authority to establish the terms and conditions under which the Public Defender shall perform his duties of office.

WHEREFORE, IT IS ORDERED, that the terms and conditions under which the Public Defender in Clay County shall perform his duties of office are as follows:



A.)          The Public Defender shall represent those individuals who are designated by the Court to receive the services of the Public Defender’s Office of Clay County pursuant to 55 ILCS 5/3- 4006. The Public Defender shall be available at all times that court is in session in Clay County.  Should a conflict of interest in representation of a defendant arise, the Public Defender’s Office shall petition the court to withdraw from said representation.


B.)          The Public Defender is employed in a full- time capacity and shall not engage in private practice.  The Public Defender shall comply with normal office hours which the courthouse is open and as followed by other county employees.  It is understood that the Public Defender must investigate cases, perform legal research, visit incarcerated prisoners, and perform other responsibilities of the position that may require work outside the court and, at times, beyond normal office hours.  It is understood that the Public Defender will be available at all times as required by the court in the exercise of duties.


C.)          Additionally, so long as the position remains full –time, the Public Defender shall represent those defendants remanded to the Illinois Department of Corrections on their post- conviction petitions pursuant to 725 ILCS 5/122-1 when appointed by the Court.


D.)          Additionally, so long as the position remains full –time, the Public Defender shall represent those persons named in petitions filed pursuant to the Sexually Violent Persons Commitment Act (725 ILCS 207/1 et. Seq.) And the Sexually Dangerous Persons Act (725 ILCS 205/0.01 et seq.)


E.)           Additionally, so long as the position remains full –time, the Public Defender shall represent indigent’s persons who pursue appeals to the Appellate Court or Supreme Court on Juvenile cases.


F.)           Additionally, so long as the position remains full –time, the Public Defender shall represent indigent’s litigants as guardian as litem in civic proceedings, including, but not limited to, minors and alleged disabled adults, when appointed by the Court.


G.)          Additionally, the Courts may appoint the Public Defender to represent non- indigents litigants as guardian ad litem in civil proceedings, including, but not limited to, minors and alleged disabled adults, when appointed by the court, but the Public Defender may receive compensation for these duties assessed by the Court commiserate to the services performed to be paid by sources other than the County of Clay.


H.)          The Public Defender shall be qualified and remain qualified to be appointed in child custody and visitation matters covered under Section IX of the Supreme Court Rules as guardian ad litem, child representatives, or attorneys for children, pursuant to Fourth Judicial Circuit Amended Administrative Order No. 2006-8.




A.)          The term of this Order shall be from July 1, 2016, through June 30, 2018.  It is further provided that this Order shall be subject to termination upon cancellation of the appointment by a majority of the Circuit Judges of the Fourth Judicial Circuit with or without cause.  Upon termination or cancellation, all rights and duties of the Public Defender and of Clay County under this Order shall cease to exist.  The public Defender shall have the right to terminate his or her appointment upon 60 days’ notice to both the Chief Judge and the Chairman of the County Board.


B.)          The Public Defender must apply for reappointment by written notification to the Chief Judge of the Fourth Judicial Circuit and to the Circuit Judges residing in Clay County at least 90 days prior to the termination of this Order.  In the event the Public Defender is reappointed, such renewal shall be for a period of 2 year.




A.)          For the purpose of compensation, the Public Defender of Clay County shall be considered to be a full-time employee of Clay County at a salary of $116,063.10 per year in the manner in which other county office heads are paid, currently biweekly.   This salary represents not less than 90% of the county’s  State’s Attorney’s annual salary and  in the event  the salary of the Clay County State’s Attorney is increased or decreased then the salary of the Public Defender shall be adjusted to remain at 90% of the salary of the Clay County State’s Attorney.  This salary is contingent upon the State of Illinois paying 66 2/3% of this annual Public Defender salary, as set forth in 55 ILCS 5/3-4007.  In the event the state does not pay that amount, and becomes delinquent in reimbursement payment to the County of Clay by more than 6 consecutive months, then the  position of Public Defender may become part- time with a minimum requirement of 30 hours of work per week at the request of the County of Clay, with a salary of $75,000.00 per year with all fringe benefits remaining, including but not limited to, the County of Clay County’s contribution to the Public Defender’s IMRF and the employee’s individual health insurance.  In this event the Public Defender would not absolutely be prohibited from private law practice in a private capacity, so long as such practice not interfere in any was with the duties as Public Defender.  That additionally, if the County of Clay, upon lack of reimbursement by the State for 6 consecutive months, elects to reduce the salary of the Public Defender to $75,000.00, then the Public Defender’s office shall still be available for use by the Public Defender for use in his duties as Public Defender.


B.)          In the event the Public Defender deems it necessary to employ the services of a private investigator, licensed physician, psychologist, psychiatrist, or other expert witness during the course of representation of persons pursuant to the Order, the Public Defender must first apply to the Circuit Court for approval of such employment be written motion in said case with copy to the State and can employ such persons only after judicial approval is obtained.  After such approval is obtained, the Public Defender shall not be liable for payment of such services or expenses related directly thereto, but payment, pursuant to submission of a proper bill, voucher and Order of the Circuit Court, shall be made by Clay County.


C.)          Clerical and office expenses shall be in accordance with the budget appropriation approved by the Clay County Board.  The Public Defender shall submit and manage the budget for the Public Defender’s Office.







A.)          The Order and payment hereunder does not encompass appointments by the Court for representation of defendants remanded to the Illinois Department of Corrections or to a similar correctional institution for the purpose of proceedings of the following nature.


  1.             Pursuit of appeals beyond the perfecting of appeal; preparation and                                                                               filing of Notice of Appeal, Docketing Statement, and related Notices in                                                                                            cases where the State Appellate Defender prosecutes the appeal.


  1. Pursuit of any federal remedy of post- conviction or civil rights nature.






Michael D. McHaney Chief Judge

Fourth Judicial Circuit




Christopher S. Elliott, Public Defender


S/ Ted Whitehead

Chairman, Clay County Board


Motion Carried.



Motion by John Bayler, seconded by Joe Goodman to approve FOP Contract.  Motion Carried.Motion by Dave Johnson, seconded by Mike Rinehart to abate the 2015 tax levy of $699,996 of the Hospital Series 2015 Bond Ordinance. Motion Carried.

Board Members briefly discussed the merit of paying off the Hospital bonds, with Mike Rinehart voicing his support.  Board member John Bayler felt it should be paid year to year.

Whereas, money has been set aside in a special fund account earmarked for Hospital Bond payments, and whereas, it requires full board approval to access these funds, a motion was made by Dave Johnson, seconded by John Bayler, to reimburse the Hospital General Fund for the 2015 Bond Payment of $699,996 from the special earmarked fund for Hospital Bond payment.  Motion Carried. 9 Yes, 2 No

Chairman Whitehead informed the Board that Clay County has been notified by the Illinois Department of Agriculture of a “Notice of Intent to Construct a Livestock Management Facility” Submitted by Dave, Michelle, and Aaron Rauch.

Whitehead informed that County residents may petition the County board to request IL Department of Agriculture to conduct and informational meeting.

Vice Chairman Chris Rinehart offed condolences to Chairman Whitehead on the passing of his mother Wanda Whitehead, and read a “Thank You” card from the family.

Under New Business, Board Member Mike Rinehart stated he would like for the board to hear a presentation from Quorum Management Group at the July County Board Meeting.

Board Member Chris Rinehart proposed a Strategic Planning meeting set for Board Members to express viewpoints on issues the County is facing.

Board Member John Bayler agreed that the board need to sit down and talk about what to do with the Hospital.

Chairman Whitehead will work with the Strategic Planning Committee to get something set up.

Board Member Brad Harris feels the Board needs to be educated on options for the Hospital.

Motion by John Weidner, seconded by Joe Goodman, to adjourn. Time: 7:35 p.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              ACT TIRE & AUTO                             SHERIFF- SHERIFF- AUTO MAINT                                                                40.00

2              ADP                                                       MISC & CONTINGENCIES                                                                              527.60

3              AIR CONSTRUCTION                       REPAIRS TO CO BUILDING                                                                            5000.00

4              AIT LABORATORIES                         CORONER- TOXICOLOGY                                                                              250.00

5              AMEREN CIPS                                    JAIL, HWY, PROB, CH-UTILITIES                                                                  314.88

6              AYERS, JAMIE                                    JAIL- PHONE, SHERIFF- OVERTIME                                                            568.30

7              BALLARD, CRYSTAL                          COURTS- FEEDING JURORS                                                                          219.25

8              BARBEE, DARREN                             JAIL- OVERTIME                                                                                               404.64

9              BARBER, STEPHEN D.M.D.            JAIL MEDICAL SERVICES                                                                                529.00

10           BG DISTRIBUTORS                           ELECTION- POSTAGE                                                                                      63.54

11           BRIGHT, BARB                                   CORONER- OFFICE EXPENS                                                                          100.00

12           BRITTON, BRENDA                           COUNTY BOARD SEC FEE, CO SLK- MISC                                                 115.15

13           BURGESS, REBEKAH, FLORA CLERK-  FEES OF REGISTRAR OF VITAL RECORDS                                        136.00

14           BUTCHER AUTOMOTIVE                               SHERIFF- AUTO MAINT                                                                       184.92

15           BYERS PRINTING COMPANY        CIRCUIT CLK- SUPPLIES                                                                                  689.72

16           BYRD, ASHTON                                  JAIL –PHONE                                                                                                      40.00

17           CAMPBELL FIRE & SAFETY             PUBLIC GROUNDS EQUIP MAINT                                                              124.50

18           CARTRIGHT, ADAM                         JAIL- PHONE, SHERIFF-TRAINING/OVERTIME                                      320.32

19           CELLULAR ONE                                  ESDA- PHONE                                                                                                    41.35

20           CHET’S ELECTRIC                               REPAIRS TO COUNTY BUILDING                                                                 1033.08

21           CIT                                                          COURTHOUSE- RECORDS                                                                              175.76

22           CITY OF FLORA                                  ESDA- RENT                                                                                                        275.00


24           CLAY COUNTY TREASURER- IMRF MISC AND CONTIGENCIES                                                                        1632.50

25           CLAY COUNTY REPUBLICAN         PROB- INCIDENTAL EXPENS                                                                         42.35

26           COMPASS WEB                                 ELECTION/ S OF A- COMPUTER SERVICES                                              179.99

27           CONKLIN, TERA                                 PROB- TRAVEL                                                                                                   210.33

28           COUNTY BOARD MEMBERS         COUNTY BOARD-EXPENSE                                                                           2663.72

29           DBS DISPOSAL                                   JAIL & COURTHOUSE- UTILITES                                                                  120.00

30           DIGITAL ALLY                                     SHERIFF- INCIDENTAL EXPENS                                                                    8455.00

31           EASTIN, KINDAL                                                S OF A- TRAVEL                                                                                       241.56

32           EFFINGHAM TELCOM                     JAIL- PHONE                                                                                                       103.00

33           ELLIOTT, CHRISTOPHER                  PUBLIC DEF- OTHER EXPENS                                                                        169.10

34           FANCHER, PHILLIP                           COURTHOUSE SECURITY-BAILIFF                                                              817.60

35           FCJDC                                                    HOUSING JUVENILES                                                                                     4755.20

36           FELDHAKE, MARK                            JAIL- PHONE, SHERIFF- TRAINING                                                             449.49

37           FORE, KELLIE                                      CO BOARD- SUPPLIES                                                                                     18.84

38           FRITSCHLE, LOGAN                          JAIL- TRAINING                                                                                                 51.30

39           GFI DIGITAL                                        CH- RECORDS                                                                                                     29.83

40           GREENWOOD, PAT                          JAIL- PHONE                                                                                                       40.00

41           GROSS, WILLIAM                             COURTHOUSE- BAILIFF, JAIL- OVERTIME                                               1668.61

42           HARR’S ACE HARDWARE               CO BUILDING REPAIRS                                                                                   29.84

43           HASTINGS, JACK                               REVIEW ASSESS ROLLS- EXPENSES                                                            35.16

44           HEAVEN’S MIST WATER                COURTHOUSE- SUPPLIES                                                                              123.50

45           HEUERMAN, CORY                          JAIL-PHONE, SHERIFF-TRAINING                                                                207.00

46           HILLIARDS AUTO REPAIR               SHERIFF- AUTO MAINT                                                                                  660.54

47           HOLKY’S PLUMBING                       REPAIRS TO CO BUILDING                                                                            196.81

48           HOMEFIELD ENERGY                       JAIL, CH, HWY- UTILITIES                                                                               914.71

49           ISBA                                                       PUBLIC DEF- OTHER EXPENS, COURTS- DUES                                       820.00

50           LEIB, CURTIS                                       PROBATION- TRAVEL                                                                                     53.28

51           LEONARD, AARON                           ATTORNEY FEES FOR INDIGENTS                                                               635.00

52           LEWIS, ELAM                                      JAIL- PHONE, SHERIFF- TRAINING, OVERTIME                                     246.58

53           LINDA’S CLEANING SERVICE        HWY- UTILITIES                                                                                                 65.00

54           LOUISVILLE, AUTO PARTS             JAIL- SUPPLIES, SHERIFF- AUTO MAINT                                                  57.35

55           LOUISVILLE LAUNDRY                    SHERIFF- INCIDENTAL EXPENS                                                                    130.00


57           MAIL SERVICES                                 S OF A- COMPUTER TAX SERVICES                                                            539.77

58           MEAGER SIGN & GRAPHICS        SHERIFF- INCIDENTAL EXPENS                                                                    354.86

59           MIKE’S MARKET                                               DIET & CARE FOR PRISONERS                                                        3718.81

60           MILLER OFFICE SUPPLY                  PROB- INCIDENTAL EXPENS, ST. ATTY- EQUIP MAINT                      381.94

61           MILLER, WES                                      CORONER- TRAVEL                                                                                          39.48

62           MILNER, CHAD                                  JAIL-PHONE                                                                                                        40.00

63           MUNICIPLE UTILITIES                     JAIL, CH, HWY, PROB-UTILITIES                                                                 1044.34

64           MYERS, ANDY                                    JAIL- PHONE                                                                                                       40.00

65           OK AUTOMOTIVE                            SHERIFF- AUTO MAINT                                                                                  81.93

66           OLD GUY PLUMBING                      REPAIRS TO CO BUILDING                                                                            60.37

67           PHILLIPS, RAY                                    JAIL-PHONE, SHERIFF-OVERTIME, TRAINING                                       1155.09

68           POWLESS, JOEL                                 COURTS- ATTORNEY FEES FOR INDIGENTS                                            237.50

69           QUILL                                                    CO CLK- SUPPLIES                                                                                            34.98

70           RICHLAND COUNTY SHERIFF-      JAIL- HOUSING OF ADULTS                                                                          112.00

71           RICOH                                                   SHERIFF- SUPPLIES                                                                                          125.00

72           RKDIXON                                             CH RECORDS- DEBT RETIREMENT                                                              147.03

73           ROE #12                                               ROE #12 SHARE                                                                                                 7986.82

74           SAVMOR PHARMACY                     JAIL- MEDICAL SERVICES                                                                               46.00

75           SHIRT TALES                                       SHERIFF- INCIDENTAL EXPENS                                                                    189.00

76           SIMS, LORI C.S.R.                             STATES ATTORNEY- TRANSCRIPT FEES,                                                   136.50

77           SOUTH CENTRAL FS                         SHERIFF- AUTO MAINT                                                                                 5408.74

78           SOUTHERN IL JUSTICE                    SHERIFF-, JAIL- BAILIFF, TRAINING                                                           1200.00

79           SPITZNER, STEVEN                           JAIL PHONE                                                                                                        40.00

80           STURM, ROBERT                               BAILIFFS, JAIL- OVERTIME                                                                            102.60

81           THE WEB CAFÉ                                   JAIL-PURCHASE EQUIP                                                                                  189.95

82           THOMSON REUTERS                       PUBLIC DEF- OTHER, ST ATTY- BOOKS/MATERIAL                              319.75

83           TOLLIVER, JANA                                                TREASURER- MISC                                                                           12.02

84           VERIZON                                              JAIL- TELEPHONE                                                                                              342.11

85           WALMART                                          PROB- INCIDENTAL EXPENS, JAIL DIET & CARE FOR PRISONERS   1443.63


86           WEX                                                       PROB- TRAVEL                                                                                                   189.88

87           WHITE, PENNY JO                            CIRCUIT CLK- SUPPLIES                                                                                  36.00

88           WOOD, STEVE                                   COURTHOUSE SECURITY-BAILIFF                                                              233.60

89           WTCI                                                     CH, JAIL, HWY-PHONES                                                                                 2191.89

90           YOUNG, RONALD                             ATTORNEY FEES FOR INDIGENTS                                                               906.00





1              ACT AUTOMOTIVE                                                          SHERIFF- AUTO MAINT                                  12.00

2              CLAY COUNTY ADVOCATE                                            S OF A- PUBLICATIONS                                  147.10

3              CLAY COUNTY REPUBLICAN                                         SHERIFF, CO CLK, CURCUIT CLK, COURTS

SUPPLIES                                                             1576.90

4              COMMUNICATION REVOLVING FUND                   JAIL- PHONE                                                       498.55

5              COMPASS WEB                                                                 TREASURER- MISC                                           62.50

6              DBS DISPOSAL                                                                   UTILITIES                                                             120.00

7              EFFINGHAM TELEOM SOLUTIONS                            CIRCUIT CLERK- SUPPLIES                             184.95

8              ELECTION SYSTEMS & SOFTWARE                             ELECTION- COMPUTER SERVICES              472.03

9              FLORA BATTERY & ALTERNATOR                                                SHERIFF- AUTO MAINT                                  110.00

10           HEAVEN’S MIST BOTTLED WATER                             PROBATION- INCIDENTAL EXPENS           19.50

11           INDOFF                                                                                JAIL, CO CLK, S OF A, CIRCUIT CLK             1026.91


12           KEMPER CPA GROUP                                                     TREASURER- MISC                                           450.00

13           PERRY’S SMALL ENGINE                                                                PUBLIC GROUNDS- EQUIP MAINT            33.00

14           QUILL                                                                                    COUNTY CLK- SUPPLIES                                 24.98

15           RAY O’HERRON CO, INC                                                SHERIFF  & JAIL- UNIFORMS                        230.96

16           ROBBINS SCHWARTZ NICHOLAS LIFTON                               MISC & CONTINGENCIES                              300.00

17           YOUNG’S PIT STOP PLUS                                              SHERIFF- AUTO MAINT                                  147.00


TOTAL $ 5334.43



































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