April 11, 2016

 

 

 

The Ellettsville, Indiana, Town Council met for a regular meeting on Monday, April 11, 2016, at the Fire Department Training and Conference Room.  Scott Oldham called the meeting to order at 6:30 p.m.  Dianna S. Bastin led the Pledge of Allegiance followed with a prayer by Scott Thomas.

 

Roll Call:  Members present were Scott Oldham, President; Dianna S. Bastin, Vice President; Kevin Farris, Brian Mobley and Scott Thomas.   Sandra Hash, Clerk-Treasurer; Jim Davis, Town Manager; Darla Brown, Town Attorney; and Rick Coppock, Bynum Fanyo and Associates, Town Engineer, were also present. 

 

Supervisors present were:  Mike Cornman, Jimmie Durnil, Kevin Tolloty, Mike Farmer and Jeff Farmer.  Kip Headdy represented the Street Department.

 

Approval of Minutes

 

Scott Oldham entertained a motion for approval of the minutes for the regular meeting and Work Session on March 28, 2016.  Dianna S. Bastin so moved.  Kevin Farris seconded the motion to approve the minutes.  Motion carried.

 

Accounts Payable Vouchers

 

Scott Oldham entertained a motion for action to pay Accounts Payable Vouchers.  Kevin Farris so moved. 

 

Brian Mobley had questions on claims which were answered by the supervisor.

 

Dianna S. Bastin seconded the motion to pay Accounts Payable Vouchers.  Motion carried.

 

Resolutions

 

Resolution 09-2016 Loan for Copier – Fire Department

 

Sandra Hash, Clerk - Treasurer, explained at the last Town Council meeting they voted to finance the copier for the Fire Department.  The resolution is required by the bank so they can proceed with the loan.

 

Scott Oldham entertained a motion to approve Resolution 09-2016, loan for a copier for the Fire Department.  Dianna S. Bastin made a motion to approve Resolution 09-2016, loan for a copier for the Fire Department.  Kevin Farris seconded.  Roll call vote:  Scott Oldham – yes; Dianna S. Bastin – yes; Kevin Farris – yes; Brian Mobley –no; and Scott Thomas – yes. Motion carried 4-1.

 

Old Business

 

Consider Proposals for Communication Systems for New Town Hall

 

Deputy Fire Chief Kevin Patton explained the project consists of four portions for the new Town Hall:  Cabling, telephone system, audio portion, which includes the microphones and amplifiers, and the video monitors.  At the last meeting, the Town Council requested they break out the portions of the project which was difficult to do because there are not a lot of companies who do this.  For the phone system he received quotes from three different companies for two systems, CO and PRI.  The CO system uses copper lines and can work off of fiber and the PRI system primarily uses fiber.  The new building will have fiber.  With the departments who are going into the new Town Hall, the big benefit are the telephone and fax lines that will entail nine separate lines, basically what they’re running now.  Using the PRI system, 23 different lines could be utilized with the same monthly charge.  The difference in price is for the equipment. 

 

Vendor

CO

PRI

Cornwell

$9,999.00

$11,157.00

IN Voice & Data

$7,866.00

$9,466.00

Smithville Fiber

$9,504.13

$9,647.13

 

He checked with another vendor on the cabling, audio and video but they’re getting completely out of that market and will not be able to provide a quote.  Indiana Voice and Data submitted a quote without the telephone system.  He strongly suggested the cabling, audio system and video system be with the same company for the reason being Cable Access Television, microphones and monitors all work hand-in-hand.  Indiana Voice and Data installed the entire system in the Fire and Police Departments. 

 

For the cable only system, he requested pricing for a CAT5E system but he wouldn’t suggest it.  It is older and less money but it doesn’t allow for growth or additional functions such as voice over IP. 

 

Vendor

CAT6 Voice

CAT5E Voice

Cornwell

$10,356.00

$9,806.00

IN Voice & Data

----

$20,125.00

PHEDCOMM

$17,465.35

$15,380.50

Smithville Fiber

$26,095.67

$19,846.87

 

Scott Thomas asked if there is no one in Indianapolis or elsewhere to get competitive quotes from because the cabling, audio and video portions exceed $50,000.  Deputy Chief Patton checked with two companies in Indianapolis and they no longer do commercial.  He hasn’t heard back from the others he contacted.  They have not had any issues with Indiana Voice and Data.  If there was a problem they were there the same day.  Smithville Fiber used to take care of the audio and video portion but they’re getting out of the business.

 

Brian Mobley asked what the total would be if they went with Indiana Voice and Data.  Mr. Davis replied the new numbers are $53,264 for Indiana Voice and Data and $9,647.13 for Smithville.  Mr. Farris asked Deputy Chief Patton for his recommendation.  Deputy Chief Patton said the Fire Department uses the Toshiba telephone system and the Police Department uses the vertical system proposed by Indiana Voice and Data.  The Police and Fire Departments have not had any problems with their telephone systems.

 

Dianna S. Bastin asked since he wanted to keep the cabling and video together is he not opposed to separating the telephone system.  Deputy Chief Patton answered no, the telephone system is a separate plug and play system.  It plugs into cabling but doesn’t mix with the other audio and video systems.  Ms. Bastin asked if the Town Hall lines are recorded.  Deputy Chief Patton replied not that he is aware of.  Mr. Oldham thinks Deputy Chief Patton has made a good faith effort to find three bids.  They do want the best bargain but if they can’t get bids they’re getting to the point they’re going too far to expect rational bids to come back.  Ms. Bastin is a big proponent of doing business locally if at all possible. 

 

Scott Oldham entertained a motion to approve the phone system through Smithville Fiber and cabling, audio and video through Indiana Voice and Data.  Dianna S. Bastin made a motion to approve the phone system through Smithville Fiber and cabling, audio and video through Indiana Voice and Data.  Brian Mobley seconded.  Roll call vote:  Scott Oldham – yes; Dianna S. Bastin – yes; Kevin Farris – yes; Brian Mobley – yes and Scott Thomas – no.  Motion carried 4-1.

 

New Business

 

Utilities Request to Hire One Regular Full Time Employee and One Temporary Full Time Employee – Mike Farmer

 

Mike Farmer, Ellettsville Utilities, previously sent an email about hiring a regular full time employee.  Over the last few years they have had two full time employees leave.  They want to fill Dave Hough’s position by requesting approval to hire Jerry Hobbs.

 

Dianna S. Bastin understands they want to start Mr. Hobbs at the top of the pay scale or $20.74 per hour.  Mr. Farmer said that is correct.  Mr. Mobley asked if that is standard.  Mr. Farmer replied they did it before when they wanted top rated employees to work for them.  Mr. Hobbs has over 30 years of construction experience, a skillset as an operator and mechanic, in building trades, he can do anything they will ask him to do, has a CDL Class A, knowledge of the Town, built part of the Town’s infrastructure and is local.  They think they can put him on the on-call list immediately.  Mr. Oldham noted they’re paying for an acquired skill set and not waiting for the skill set to mature.  Mr. Thomas asked if Mr. Hobbs has the skills they would pay for if he was progressing within the department.  Mr. Farmer replied yes.  Normally, they would start them at half pay, give them a raise within six months and if after 12 months they have their CDL and have grasped the job responsibilities they would go to full pay.  Mr. Davis commented this isn’t the first time Town Council has done this, it has been done several times in the past.

 

Scott Oldham entertained a motion to hire Jerry Hobbs to be a regular full time employee for the Town of Ellettsville Utilities.  Dianna S. Bastin made a motion to hire Jerry Hobbs to be a regular full time employee for the Town of Ellettsville Utilities at the recommended wage of $20.74.  Kevin Farris seconded.  Roll call vote:  Kevin Farris – yes; Brian Mobley – yes; Scott Thomas – yes; Scott Oldham – yes and Dianna S. Bastin – yes.  Motion carried 5-0.

 

Mike Farmer explained every year they hire a seasonal employee who works full time from summer into winter.  They are requesting to hire Cody Hines as a seasonal full time employee with a starting pay of $12.50 per hour.  The pay range is $10.50 to $15.00.  After a couple of months, if he does well, they will raise him to $13.50.  He will work part-time until he graduates from college on May 8, 2016.  After he graduates, he will go full time.  He will be helpful in doing things like mowing, working on the sewer jet rider and doing some of the work they’ll need done while they’re starting their secondary waterline. 

 

Dianna S. Bastin asked Mr. Hines’ past work history.  Mr. Farmer answered he did his internship for his college education at the sewer plant with Bynum Fanyo Utilities.  He is a good worker and local.  Ms. Bastin stated he will have some knowledge of the job from being an intern.  Mr. Farmer added he will also have knowledge from working for his father’s business.

 

Brian Mobley asked if he could be kept at 29 hours throughout the year.  Why is he brought on at full time pay with benefits?  Mr. Farmer answered they won’t have to pay benefits.  They will have to offer insurance when he starts working 40 hours a week.  Mr. Mobley wants to keep him under 29 hours a week so it won’t cost the Town more money for benefits.  Mr. Farmer replied they could if that’s what they needed but they really need someone for 40 hours a week.  They’re trying to maintain a level of service to the customers on their water and sewer system.  They’ve done it this way for the last 15 to 18 years.  Mr. Mobley commented instead of $12.50 an hour it will cost the Town $20 to $25 an hour after adding benefits.  Jeff Farmer noted it is an additional $3 an hour to add insurance.

 

Scott Oldham asked how long Mr. Hines will work.  Mike Farmer replied they keep their help until the week of Christmas.  In the line of work they do, they like to get them trained and have a known quality when it comes to safety and procedure.  Mr. Oldham thinks Mr. Mobley makes a valid point but to get to 40 hours they would have to hire two people.  In the long run they would pay in excess of what it would be if Mr. Hines decides to take the insurance.  Mr. Farmer added it is difficult to get quality help if their time is limited.  Mr. Thomas applauds them for doing internships through SPEA.  It gives them a great opportunity to see what they’re getting ahead of time.  It gives interns the ability to build some skills and know what they’re getting into. 

 

Scott Oldham entertained a motion to hire part-time employee, Cody Hines, at the rate of $12.50 an hour effective April 19, 2016 through May 9, 2016.  Scott Thomas made a motion to hire part-time employee, Cody Hines, at the rate of $12.50 an hour effective April 19, 2016 through May 9, 2016.  Kevin Farris seconded.  Roll call vote:  Brian Mobley – no; Scott Thomas – yes; Kevin Farris – yes; Dianna S. Bastin – yes; and Scott Oldham – yes.  Motion carried 4-1.

 

Utilities Request to Purchase Compact Track Loader – Mike Farmer

 

Mike Farmer, Ellettsville Utilities, explained they are in construction at the new Town Hall and have been in need of a small compact track loader.  They have been borrowing one from a local business for free.  A track loader is needed to make it easier to work in the dirt.  They’re getting ready to start a secondary waterline and will be tracking stone back and forth, working the ditches and backfilling.  It is needed for the two capital projects they’re doing now.  This is included in their Vehicle Replacement Fund.  They’ve received three quotes:  Bobcat - $50,275.92 with options including a keyless ignition, set for forks, four in one bucket, two speed transmission; John Deere - $56,400 with the same options and Caterpillar - $63,154.  The Bobcat will satisfy all of their needs.  They are also requesting to buy a dirt rake attachment for $5,800.  It will be used for yard restoration at Town Hall, three miles of 50’ trench and a construction area.  The entire Town will be able to utilize this piece of equipment and use it for many years.  Ms. Bastin asked for his recommendation.  Mr. Farmer recommended purchasing the Bobcat because it will stand up to heavy construction and has the lowest price.

 

Scott Oldham entertained a motion to approve the Utilities’ request for a Bobcat Compact Track Loader with the rake.  Dianna S. Bastin made a motion to approve the Utilities’ request for a Bobcat Compact Track Loader with the rake.  Scott Thomas seconded.  Roll call vote:  Scott Thomas – yes; Brian Mobley – yes; Kevin Farris – yes; Dianna S. Bastin – yes; and Scott Oldham – yes.  Motion carried 5-0.

 

Mike Farmer, Ellettsville Utilities, has a John Deere 200 Excavator used for capital projects.  They want to buy a hydraulic thumb that attaches to the bucket for clearing items such as logs and rocks.  John Deere’s quote was $13,000 and Boyd and Son in Washington’s quote was $13,875. 

 

Dianna S. Bastin asked if he was seeking approval or providing them with the information.  Are they adding on to a piece of equipment?  Mr. Farmer answered that’s correct and they will be paying cash out of their Vehicle Replacement Fund.  Mr. Oldham asked if everyone agreed with allowing this purchase.  Mr. Thomas stated it doesn’t require a vote and thanked Mr. Farmer for bringing it to their attention. 

 

Council Comments

 

Brian Mobley has received a couple of telephone calls concerning the water violation.  Mr. Coppock explained it happened from October through December 31, 2015.  Mr. Mobley asked if it was for the Town of Ellettsville or the City of Bloomington Utilities (“CBU”).  Mr. Coppock answered it was at a Town sampling site.  It is in the Town’s water system and based off of chlorine mixing with organics in the waterline that caused the disinfection of byproducts.  The Environmental Protection Agency has required the Town monitor it for the past five or six years.  It’s an average of four tests periods and the Town tests quarterly.  There was a violation because of a high test.  Usually, the tests are higher in summer months when the water is warmer.  The Town receives water from CBU and after it is transported to the Town it is tested at the far end of the system.  One site had a high reading in the past and it has caused their running average to go up.  They had a violation at that site for the fourth quarter in 2015 and will probably have one for the first quarter of 2016.  CBU has been working on this at their treatment plant.  When they ship the water out they have a certain level they test at.  For HAA5, Haloacetic Acids, the limit is 60 PPM and for TTHM, Trihalomethanes, it is 80 PPM.  At the last quarter both sites were violated with an average of 70 and 61 and this past quarter will also have a high reading.  CBU has been working on putting out a lower reading.  Sometimes it’s 48 or almost 60 when it comes out of the plant and by the time it gets to other water companies they’re stuck as to what happens on their end.  They’ve been looking at doing some things with flushing, valving and preparing an analysis to determine how to decrease the aging.  They hope to get it under control and will get the results of the next round of tests in May.  The last test showed 42, under the limit.  Mr. Mobley asked if it was in the holding tanks.  Mr. Coppock explained it is a line test towards the end where there isn’t much water usage.  Ellettsville isn’t the only water company who has the issue.  All wholesale customers of CBU are having the same issues.  If it’s a long term effect it can cause health issues more so for those who have compromised health issues.  If they’re having any issues they should talk to their doctor about it.  They may need some type of infiltration system at their home.  They’re hoping to get the levels back down again.

 

Brian Mobley asked how long LEDs have been in the Police Department.  Ms. Hash answered since last fall/winter.  Mr. Mobley asked Ms. Hash to prepare a comparison of electrical bills to find out if they’re saving money.  Mr. Oldham commented the grant projected the LED lighting would pay for itself in less than three years.  Mike Farmer explained they received a partial grant of $14,000 for the Fire Department.  They did complete conversions to LEDs at the Waste Water Treatment Plant, Fire Department and Police Department.  The professionals who put this together estimated paybacks starting in three to four years.

 

Dianna S. Bastin complimented the Street Department for picking up tree limbs.  Some of the piles were bigger than she thought they should be.  One of the Street Department employees told her it was an amnesty thing so they came through and picked everything up.  The Town looks really nice, thank you.

 

Supervisors Comments

 

Fire Chief Mike Cornman presented the Fire Department’s Annual Report.

 

Brian Mobley asked if there are any statistics for on-scene time.  Chief Cornman answered not for the Fire Department but they are required to do so for the Emergency Medical Service (“EMS”) or any rescue calls.  Mr. Mobley asked Chief Cornman to send him the statistics for the average of all calls on scene.

 

Scott Thomas knows the ordinance for bonfires was changed in 2015.  What has been the effect of that?  Chief Cornman replied in Town limits there has been a decrease in open burning and trash fire calls. 

 

Brian Mobley thanked Marshal Durnil for doing a great job on his March report. 

 

Marshal Jimmie Durnil responded to Mr. Mobley’s earlier comments on LED lighting.  The electrical bill for March was the lowest in the six months he has been with the Town.

 

Darla Brown, Town Attorney, advised Wednesday, April 13, 2016, the Indiana Utilities Regulatory Commission (“IURC”) has scheduled the Town’s petition to increase its rate and charges in order to build a secondary waterline and update its infrastructure.  They should get an order from the IURC sometime between 4:00 p.m. and 5:00 p.m. on Wednesday, April 13th.

 

Kip Headdy, Ellettsville Street Department, advised they sold the wheel horse for $400 and Kubota for $2,400 at auction on April 2, 2016, at Richard’s Small Engines.  They took delivery of the Bobcat on March 31, 2016, and they have used it to mow on the Heritage Trail. 

 

Adjournment

 

Scott Oldham entertained a motion to adjourn.  Dianna S. Bastin made a motion to adjourn.  Scott Thomas seconded.  Scott Oldham adjourned the meeting at 7:31 p.m.